The administrative aspect is one of the core functions of any enterprise. Most companies have systems installed to simplify and handle the complex administrative jobs while the employees work on the other aspects of the business. An extension of the administrative department is output management. Let us know more about it in this blog.
Connecting the application layers of a business to the output channels is known as an output management system in very simple terms. From collecting the data to converting it into required formats, to bundling it in batches, delivering it at the specified output locations (online and offline), the system performs various actions simultaneously.
The output software can be seamlessly integrated into the existing systems and synchronized to update the changes automatically. This reduces the risk of errors when compared to the manual system. The output management system can be broadly divided into the following.
Printer Driver Management
Imagine being in charge of managing and handling the printer infrastructure that is spread throughout the enterprise. The process of setting up, adding, deleting printers from the system can be a time consuming and complex process.
With the use of an output management system, all the printers can be added to one central database and managed from there. The system will be synchronized at the touch of the button and the changes made to the central database will be reflected throughout the enterprise.
It will be enough to add the new printers to the database and remove the older ones. The update will be reflected in all the systems.
Administration and Monitoring
Transparency of the process helps in keeping track of the inputs provided and outputs requested. All the stages of processing will be recorded and noted in a place (metadata) and employees can access the metadata to see the status of a process or a transaction at any given point of time.
Load Distribution and Security of Data
Every enterprise has documents that need to be filtered out from the general access. The details of a company will be kept private and encrypted for safety purposes.
Using an output management system would mean that the data is secured from unauthorized access. Various filters can be used to separate the crucial documents while attaching only the required ones with the receipts.
At the same time, enterprises send and receive large amounts of data and documents. The data will be compressed and distributed to multiple servers to optimally balance the load on the system.
Pickup Printing or Pull Printing
Also called Follow Me Printing, this is a process in which the authorized personnel will have to enter an identification code to print the encrypted documents. The time, date, and code will be saved in the system for future reference.
The employees have to identify themselves at the printers using a pre-approved authentication code such as their ID number, QR code, RFID tag, or the barcode of the printer.
Integrated Conversion
The data from the enterprise systems such as SAP, CAD, PLM, Windows applications, etc. is taken by the output management system and converted to neutral long-term formats that are printer friendly.
Rule-Based Job Distribution
Rule-based printing is the process of defining the printing parameters in advance so that the printer performs the actions for every batch of outputs.
The output software helps in allotting the rules on a company-wide level. The security standards can be implemented by switching on the Pickup Printing option.
Forms Management
Forms have a different layout, format, may require timestamps and signatures. The output management system collaborates with third-party solution systems to provide an XML-based form management solution that helps in generating the templates for forms without requiring any extra cost.
Controlling the Printing Process
In simple terms controlling the printing process is to keep track of,
Who gave the command?
Which printer was used?
How long did it take?
What were the parameters? Etc.
Installing and integrating an output management system reduces the workload on the employees, thereby increasing the productivity and profits of the business enterprise.
James Dean is a content handler and blogger who loves to write on the quality of topics like technology for their readers and followers. Dean has a fantastic ability to make the most complex subject matter easy to understand.