Impression magazine by United Carlton

IMPRESSION A M A G A Z I N E F O R T O D AY ’ S B U S I N E S S I N N O V A T O R S B R O U G H T T O Y O U B Y U N I T E D C A R LT O N

FOR THE LOVE OF COLOUR

> OUR 30-YEAR LOVE AFFAIR WITH OFFICE SYSTEM SOLUTIONS

WE ALWAYS CELEBRATE A TEAM MEMBER’S BIRTHDAY...

A PROUD MEMBER OF YOUR TEAM FOR 30 YEARS We are the UK’s premier independent office systems and managed print solutions provider and have 30 years’ experience in providing customer satisfaction across various industry sectors.

www.united-carlton.co.uk

Contact us to see how we can help your business become more efficient.

Telephone: 0845 456 0022, email enquiries@united-carlton.co.uk

UNITED CARLTON T HIRT Y YEARS ON

Welcome I

t’s not every day you get to celebrate 30 years in business, and we’re delighted to reach this milestone, despite the wrinkles, thinning hair, and creaky joints which come with it.

Since 1987, our business, which began as Carlton Business Machines, has helped more than 4,000 UK organisations to take control of their print spend by providing a complete managed print solution.

United Carlton directors Warren Colby, John Ellis, John Watson, Mark Bryce, and Michael Nelson in 1997, top, and 2017, above

Obviously, when we re-named the company United Carlton in 1997, we were mere boys, and we’ve grown with our business, operating now at the cutting-edge of technology, which is what this publication is all about.

The following pages detail some of the incredible strides which have been made in our industry in terms of shaping the Welcome to our 30th birthday way the leanest organisations magazine, and thank you for operate today. your support over the last three What we do is much more decades. Here’s to the next... so than printers and copiers - our bespoke solutions unify your systems and save your business valuable time and money, increasing efficiency and

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cutting waste so you can get on with the day job. We’re one of the longestestablished independently managed print solutions suppliers in the UK, specialising in multi-functional printers, copying machines and document solutions, plus audio-visual technologies including interactive touchscreens, video walls, 24/7 digital signage products and visitor management solutions.

The success of our company is down to the quality of the people we employ and their loyalty and dedication to ensuring our clients’ needs are put first. The fact that we are celebrating our 30th anniversary is a great tribute to them, as well as our loyal clients, without whom the enterprise would not be possible.

Enjoy this magazine, and happy birthday to us...

MARK BRYCE WARREN COLBY PAUL DAWSON JOHN ELLIS MICHAEL NELSON JOHN WATSON

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UNITED CARLTON T HIRT Y YEARS ON

Contents BUSINESS PROFILES • TECH NEWS LEADING-EDGE WORKPLACES

10

FUTURE TRENDS

Make your business leaner, meaner and more competitive with the latest innovations

26

MAKING A DIFFERNCE

42

SAVE THE WORLD The future technologies saving the world, one recycled toner at a time 404

30

BUNS IN THE OVEN

OUR HISTORY

06

30 years of landmarks in technology and more than a few other things, which show just how far we’ve all come

THE LAW OF EFFICIENCY 16 Ward Hadaway: Inside a thoroughly modern law firm

WHO’S IN, WHO’S OUT?

22

The latest in visitor systems - never lose track again

TOP OF THE CLASS

36

Exploring the world-first solutions at Runshaw College

KEEP TALKING 40 Inside telecoms giant KCom’s cutting-edge print systems

SUPER SOLUTIONS 48 How the latest in managed print solutions have the power to revolutionise your operations

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Top team MAIN BOARD AND ALL GROUP COMPANIES T H E M E N A T T H E H E L M O F U N I T E D C A R LT O N

Mark Bryce

Warren Colby

John Ellis

Michael Nelson

DIRECTOR

DIRECTOR

DIRECTOR

DIRECTOR

Paul Dawson

FINANCIAL DIRECTOR

John Watson

MANAGING DIRECTOR

YORKSHIRE AND HUMBERSIDE REGION

Adam Fawcett

Nick Speight

DIRECTOR

DIRECTOR

NORTH WEST REGION

Richard Slingsby DIRECTOR

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Matthew Wootten DIRECTOR

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U N I T E D C A R LT O N T H I R T Y Y E A R S O N TIMELINE

ALL GROWN UP UNITED CARLTON CELEBRATES THREE DECADES OF SUCCESS WITH FURTHER EXPANSION

Is it just us, or is it about five minutes since Gazza cried during the World Cup semi-final and a Brit invented the world wide web?

At 27 years and counting, both were considerably more than five minutes ago, as was the birth of our business, then named Carlton Business Machines, which was founded in 1987.

And how far we’ve come, providing organisations across all market sectors with multi-functional printers, copying machines and document solutions, in addition to audiovisual technologies including interactive touch screens, video walls, 24/7 digital signage products and visitor management solutions.

As well as sizeable public sector contracts, we work with more than a third of the North East’s top 200 companies, including software leader Sage, which has Our anniversary has been a valued client since 1999. made us think back - On the eve of our here’s what we remember 30th anniversary, East of Yorkshire, of the last 30 years Riding North Lincolnshire and North East Lincolnshire councils again awarded us a major contract to supply them with 1,400 multi‑function devices, taking their partnership with us to an unbroken 15 years.

Long-standing contracts like this, in addition to our partnerships with major national enterprises such as Greggs and SCS, are

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United Carlton main board directors, l-r Warren Colby, Michael Nelson, John Ellis, Mark Bryce, John Watson and Paul Dawson

testimony to United Carlton’s service and innovation. In addition, Sharp recognises us as its largest UK reseller of managed print services, and we have won numerous awards over the years.

Our offices in Gateshead, the North West and North Yorkshire serve customers large and small all over the country, while we’re also a high-profile supporter of the community, including as a sponsor of the hugely successful British Basketball League side Newcastle Eagles since 2009, a corporate sponsor and founder member of Close House golf club, and a supporter of Durham County Cricket Club, The Alan Shearer Foundation, The Foundation of Light and The Percy Hedley Trust.

Our anniversary has prompted us to think back a little over the last 30 years.

The following three pages detail a few of the things we managed to remember…

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What were you doing when Nelson Mandela was released from prison and the Hubble Telescope blasted into space?

This timeline may well help you to remember...

�������������������� ������������������������������������ �������������������������������������� Patrick Swayze stars in Dirty Dancing

FROM OUR LAUNCH IN 1987 THROUGH 10 YEARS WHICH HERALDED THE INVENTION OF THE WORLD WIDE WEB AND THE GULF WAR. HERE’S DECADE #1.

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U N I T E D C A R LT O N T H I R T Y Y E A R S O N TIMELINE

1998 ������������� THE EURO IS ESTABLISHED 1999 �������������������� ����������������� The hum an population of the wo rld surpasses 6bn 2000 ������������������ ������������ 200 B IG BRO Sy 1 ��������������������� �������������� dney Oly THER HITS TV mpic 20 ��������������������������������������������� s - St

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Meanwhile, we were also growing our business in the 00s, opening a second office and winning prestigious accreditations from Sharp and Toshiba...

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THE LATE 90S AND 00S BROUGHT US THE MILLENNIUM BUG (WHATEVER HAPPENED TO THAT?) AND THE EURO. WHAT DID THESE YEARS MEAN TO YOU?

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WE’RE A RUNNER- UP IN THE BEST COMPANY IN THE NORTH EAST OF ENGLAND AWARD, AND TEAM GB CLEANS UP AT THE LONDON OLYMPICS. THE LAST 10 YEARS HAVE BEEN GOOD TO US, WHAT ABOUT YOU?

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Truly integrated teamwork requires seamless communication. Transform the way you engage with information through connected Sharp technologies at the heart of your business.

Nearly every document we create is intended to be shared and discussed with others, whether it is sharing work in progress with a colleague, emailing an invoice to a customer or presenting to a client in a meeting.

This is why Sharp’s suite of Connected Technologies has been designed to allow you to streamline day to day processes. By offering a complete document management solution combining our MFPs, Visual Solutions and Software Solutions we allow you to spend more time creating, displaying and sharing information.

www.sharp.co.uk 10

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U N I T E D C A R LT O N T H I R T Y Y E A R S O N WORK SM ART

SUPER TECH

PLEASED TO MEET YOU The latest smart meeting spaces enhance collaboration, saving valuable time

SMALL SCREEN Video meetings are easy and convenient, saving time and money in unnecessary travel

WORK SMART

THE KEY TO UNLOCKING STAFF POTENTIAL THROUGH TECHNOLOGY

A

t the risk of stating the obvious, constant innovation in technology is good for business, and the following pages detail some of the cuttingedge connected technologies which make the best-run businesses uber efficient.

Yet research* by United Carlton supplier Sharp reveals that the average UK office worker is still wasting at least 21 days each year due to slow or inefficient technology.

The biggest time drain reported by the survey of more than 1,000 office workers in the UK

was searching for files on a server (23 long, frustrating minutes per day) and using the printer, which added up to almost 40 minutes wasted per employee per day; the equivalent of 167 hours or four weeks of dead time every year, costing businesses more than £2,100 per year per employee. Sharp UK MD Stuart Sykes says: “This is unnecessary because connected technologies work in sync with employees’ changing needs and allow businesses to get the best out of their team, as well as making for a more motivated, more productive workplace.”

*Research was conducted with 6,045 office workers in nine EU countries (France, Germany, UK, Italy, Sweden, Poland, Netherlands, Czech Republic and Hungary), including 1,006 office workers in the UK w w w.u n ited-ca rlton .co.u k

KEEP TALKING Social collaboration tools like Yammer and Slack keep teams instantly up to date on projects

HEAD IN THE CLOUD Cloud-based file sharing keeps every member of the team up to date and involved, and saves time wasted searching for files

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U N I T E D C A R LT O N T H I R T Y Y E A R S O N WORK SM ART

DR NIGEL OSELAND, A WORKPLACE STRATEGIST, AUTHOR AND ENVIRONMENTAL PSYCHOLOGIST, SHARES HIS ADVICE ON SETTING UP THE BEST CONDITIONS FOR COLLABORATION

COLLABORATE

MEETING SPACES

Today’s workforces want more informal huddle spaces and technologies which allow them to work, share and collaborate without fuss or technical knowhow. Sharp’s solutions ensure unified meetings start within 30 seconds of entering a meeting space and provide an intuitive collaboration experience.

Innovations include the new 40-inch BIG PAD - an interactive whiteboard display with many of the benefits of the firm’s larger

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BIG PAD displays but smaller, making it easier for groups of two to six people to share ideas and work effectively in smaller spaces.

Sharp’s BIG PAD interactive whiteboard displays are bringing touch functionality to the office and education environments, enabling people to share information and collaborate in ways not previously possible without the aid of pen and paper.

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FILE SHARING

Using a cloud-based file storage and sharing service such as Sharp Cloud Portal Office allows employees to save digital files to the cloud or scan them in from a Sharp MFP. Scanned documents are indexed at the MFP and you can also index any stored documents through the Desktop Sync feature, adding searchable tags so they’re easy to find.

VIDEO MEETINGS

The subtleties of language and non-verbal body language can be lost on an audio call, but the latest video collaboration tools can recreate the face-to-face experience.

Make sure you invest in your network, as you normally need a minimum network bandwidth of 1.5 mbps for video hook-ups.

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CONFERENCE CALLS

The key to a successful conference call is having an online repository where you can share all the relevant information for the meeting, including the agenda, any papers, the minutes and the action points. Everyone needs to be able to access this, regardless of the type of device they are using.

TECH TALK

For discussion, social collaboration tools such as Yammer and Chatter take conversations off email and into a messaging channel which is quicker to use and less formal. Sharp’s Benelux sales team uses WhatsApp to share news because it’s a quicker way to reach sales people on the road and helps to keep the group connected.

CASE STUDY Festo, the German automation technology company, has updated its meeting rooms and common areas with BIG PADs to allow team members to present more effectively and host video conferences more easily. Festo is using 32 BIG PADs in a mix of sizes and has found that, as well as being popular with employees for presentations, they are being used informally too, with team members using BIG PADs to exchange ideas and brainstorm with colleagues.

BIG PAD is part of the ‘Festo Room System’, which the company designed for its new Automation Centre at its German head office. Here, Festo works with its customers to develop their ideas and projects in one-to-one meetings.

For the Room System, Festo needed high quality displays that would integrate with its IT systems and software, be highly reliable and wow customers.

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U N I T E D C A R LT O N T H I R T Y Y E A R S O N WORK SM ART

Technology can help us to work faster and smarter.

Time management expert Clare Evans, author of Time Management for Dummies, shares her tips…

U

nited Carlton supplier Sharp is building time-saving features into all its devices, from motion sensors which warm a multifunction printer up at your approach, to Office Direct Print, which allows you to print any document from a USB. So what more can you do to make the most of your precious minutes at work? Try these: THERE’S AN APP FOR THAT Use apps that let you work from your mobile devices as well as your laptop or PC. Sharp’s Sharpdesk Mobile app lets you print wirelessly from your phone or tablet to a supported MFP without having to log on to a network or wait for your laptop to start up. You can also scan from an MFP to your mobile or tablet and use the app to share documents with other applications, helping you to be more productive.

HEAD IN THE CLOUDS Using a cloud-based file storage and sharing service such as Sharp Cloud Portal Office keeps everyone in the team on the same page, with document management tools to help you automatically capture, index and

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archive material. These tools ensure people save documents in the right places, preventing them creating new, hard to find folders.

SOUND AS A POUND Maintain a realistic technology budget.

Include support contracts, so devices are serviced regularly, and invest in technology that grows as you do, so you don’t need to keep replacing devices.

WARMING UP Make fast warm-up essential when you’re choosing kit. For example, Sharp offers MFPs with a motion sensor which turns on as you approach.

GO WITH THE FLOW Review the tasks you do on a regular basis. For instance, if you need to scan, save and then email invoices to certain people, consider document workflow tools which do it for you. Try batch printing, where you stack up and print everything in one go. Most MFPs offer pull printing, sending documents to a virtual queue and printing them together when you are ready.

5TECHNOLOGY TIME

TIPS

1. NETWORK Wallet full of random business cards? Networking services like Jibber Jobber import contacts from a variety of sources, rank relationships, log notes create action points and tie them to people.

2. WEB IT Use webinar services like WebEx for realtime presentations and trainings for teams all over the world.

3. LINK IT UP Use tools which link online resources like IFTTT which automatically adds calendar updates from email or text.

4. LEG IT Stand up during meetings.

You’ll find they are miraculously shorter and more effective.

5. OUT OF OFFICE Turn on your email auto reply telling others you check your email only 3x per day. The rest of the time, they can text or talk to you! w w w.u n ited-ca rlton .co.u k

Unlock 38% more motivation in your employees MORE THAN A THIRD OF UK EMPLOYEES FEEL DEMOTIVATED DUE TO OUT OF DATE TECHNOLOGY*

Here at Sharp we’re constantly working alongside the team at United Carlton, looking at ways to deliver further innovation - together we are committed to ensure that we help unlock more for businesses.

United Carlton are one of the UK’s largest suppliers of Sharp’s connected technologies and have helped to revolutionise the way that businesses engage with information, technology, and each other.

Find out how the Sharp & United Carlton partnership can unlock more potential in your business today. *Research conducted in April 2016 by Censuswide on behalf of Sharp Europe.

www.sharp.co.uk/unlock

#SharpUnlock

U N I T E D C A R LT O N T H I R T Y Y E A R S O N WA R D H A DAWAY

COURTING INNOVATION BY

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LIZ HANDS

THE CUTTING-EDGE SYSTEMS AT THE HEART OF TOP 100 LAW FIRM WARD HADAWAY

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“W

Ward Hadaway managing partner Jamie Martin, above, and the technology in use at the firm’s Newcastle office, above left

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hen I first started in the legal profession,” says Ward Hadaway’s managing partner Jamie Martin, “we didn’t have word processors and the photocopier was a spirit duplicator machine that worked by turning the handle five times. You were pretty much overcome by fumes from the alcohol it ran on.

“Compare that to what’s happening now and you see how sophisticated the technology we’re using is.”

Technology is vital to Ward Hadaway, which is one of the UK’s Top 100 law firms and has offices in Newcastle, Leeds and Manchester. Not only for the day-today running of the business, but also to ensure it wins and retains contracts with some of the biggest organisations in the country.

The firm’s clients are largely in the healthcare, house building, manufacturing and retail sectors. Its biggest client is the NHS and nothing illustrated how vital technology is to that giant than events in May 2017, when the service was hit by an unprecedented global cyber attack, leading to chaos, cancelled

procedures, and cyber criminals demanding ransom money.

Working with the NHS, Ward Hadaway has to show that its own systems are secure and capable of protecting confidential information.

Ward Hadaway IT director David Bullock says: “We need to be cyber secure to treat data correctly. We’re patching on a regular basis to ensure there aren’t any security vulnerabilities.

We’re one of the few law firms in the country to have Cyber Essentials Plus accreditation, which is the highest level of a Government-backed cyber security certification scheme.

“This allows us to bid for Government contracts that involve the handling of personal and sensitive information. The criteria is stringent. If there’s one thing wrong on one PC or laptop, then you fail.”

The firm has also introduced a new system for the NHS in Lancashire, which allows members of staff to access legal advice others in the trust have already received, rather than potentially duplicating services and costs.

Ward Hadaway’s emphasis on cyber security encompasses every piece of equipment in the firm, which has recently upgraded all of its photocopiers to multi-function devices through United Carlton, to ensure greater efficiency and security, as well as cost savings. The new system has resulted in a 35% saving on print costs. “My pet hate is paperwork being left on a printer,” says David. “Because that is someone’s personal data. Our printers were at the end 17

U N I T E D C A R LT O N T H I R T Y Y E A R S O N WA R D H A DAWAY

of their life and this new fleet only releases prints when you arrive at the printer with your ID card. So there’s no printing something off and then forgetting about it.

“The document management system also allows users to scan documents and email them, or send them straight to the relevant folders on their desktop system. So if I’m heading to Leeds, I can set it to print and collect my documents when I arrive.

“There will always be a place for paperwork, when it comes to deeds and wills, for example, and we make 12m copies every year, but we are using electronic copies wherever possible.

Courts are also becoming much more digitised.

While law firms can have a reputation for being fuddy duddy, we always have an eye on future technology.”

Ward Hadaway already uses an array of technological solutions, including Big Hand, a dictation solution which allows notes and letters to be typed up automatically, although they are still subject to “There will always be a checks before being sent out. Automated processes, place for paperwork... particularly in conveyancing but we have an eye on and debt collection, also continue to be developed, as future technology” well as systems which make searching through hundreds, David Bullock, Ward Hadaway or thousands, of documents a simpler process.

While it is yet to catch on in the UK, David is watching developments in the US, where artificial intelligence is being used in the form of ROSS, the ‘robot’ lawyer used by law firms to carry out legal research.

“Few sectors have embraced IT in the way professional services have,” adds Jamie Martin.

“This is an interesting and challenging time for the legal sector, and changes in IT are a big part of that. Increases in regulation and competition mean that you need to improve productivity, but we’re enthused by that. As a relatively new organisation, having only been founded in the late 1980s, we’re adept at moving quickly.”

Ward Hadaway has undergone significant expansion. When Jamie joined the firm in 1996, turnover was £7m. Having opened offices in Leeds and Manchester, turnover now stands at £36m. “We felt we were unable to continue to grow any further geographically 18

l-r Ward Hadaway managing partner Jamie Martin and IT director David Bullock

from Newcastle, so we opened in Leeds at a time which included the recession. We’re well established here, but Leeds and Manchester are mature markets, so growth is hard won.

“But it’s not rocket science. It’s about making sure you have a product people want to buy and you have the technical expertise to deliver it. We are a solution provider and, at heart, a people business, so we need to recruit and retain the right people. We have a successful graduate recruitment programme and now, with the introduction of the Government’s apprenticeship levy, we’re looking at apprenticeships.

“The focus is on making sure this is a wellrun and efficient business. It’s no different to any other business. You win customers and give them the service and product they want.”

Jamie was awarded the OBE for services to business in 2008. He is current chairman of Newcastle College Group and a past w w w.u n ited-ca rlton .co.u k

WORK SMART

TOP 100 Ward Hadaway is one of the UK’s Top 100 law firms with offices in Newcastle, Leeds and Manchester

FOR YOUR EYES ONLY Printers only release documents when the relevant team member signs in, which means no more confidential papers left for all to see

president of the North of England Medico Legal Society. He is a past chairman of NewcastleGateshead Initiative (NGI), vice chairman of the Community Foundation, a regional council member of the Confederation of British Industry (CBI), and a former chairman of the Development Board at Sunderland AFC’s Stadium of Light.

Born in Romford, Kent, to a British father and an Argentinian mother who had met in the forces, he had originally hoped to follow his father and brother into the RAF, but failed the crew selection. Studying law at Newcastle Polytechnic, his first posting in the North East was at Wheldon, Houlsby and Scott in South Shields, before the firm merged with Ward Hadaway.

Now, he is proud to be running “a northern law firm for national business,” and hopes the Northern Powerhouse will benefit the entire region in future. “Our own footprint has w w w.u n ited-ca rlton .co.u k

synergy with the Northern Powerhouse,” he says. “But I’ve always had a healthy cynicism about the initiative. The danger is that Newcastle is isolated from the M62 corridor and there continues to be too much focus on Manchester. We need to get our act together and follow the example of the North West, rather than having a fragmented situation.”

Ward Hadaway’s own systems and processes benefit from centralisation aided by the very latest technological solutions, and Martin always has an eye to the future.

“We see further room for expansion in Leeds and Manchester. Of course, technology will play a part in that, but we’ve always adapted and we’ve adopted.

“While the pace of technological change may have picked up, we’ve all become attuned to it. Just as United Carlton is celebrating its anniversary, we’re 30 years old next year and we look forward to the future with excitement.”

MONEY-SAVING EXPERT Print costs at Ward Hadaway are down 35% thanks to its system provided by United Carlton

AND NOW, A BIG HAND FOR...

One of Ward Hadaway’s many tech solutions is Big Hand, the automated system which saves time and valuable resources

19

Smart Security.

Smart Choice.

Secure access and regulatory compliance across devices Look to Lexmark for strong, multi-layered security features and builtin capabilities to help you better manage and protect your devices, documents, information, and your network infrastructure. Thanks to our wide range of enterprise-level features, such as: secure hard disk with encryption*, disk wiping*, user authentication via LDAP, audit logging and Port, and IP address filtering.

Lexmark smart devices are changing the way the world does business, so making the right investment in print technology today, means making a smart choice for the future.

To learn more please visit www.lexmark.co.uk or view the QR code opposite.

LexmarkUK LexmarkUK

Lexmark partners with United Carlton to provide cost-effective, efficient and secure print solutions.

Š 2017 Lexmark and the Lexmark logo are trademarks of Lexmark International, Inc., registered in the United States and/or other countries. All other trademarks are the property of their respective owners.

*Hard drive required.

Print security: is your network at risk?

Sat quietly in the corner, your office printer might not appear to be the biggest security risk. However studies suggest it could be a gateway to a whole host of malware, ransomware, and social engineering threats. If left unprotected, printers can be a significant security risk—both to an organisation’s network and its resources. If you’re surprised, it may be because the printer is the last part of your network you’d think to protect. For the smartest hackers, that makes it the first place to attack. So how do you make sure your network stays secure?

Secure the network Far from an isolated device, a printer is an entry point into your network. And for most companies, it is a security blind spot.

With access to a networked printer, an unauthorised user can discover device configurations, network information and user credentials. This is because printers are often installed with access to multiple network subnets. This enables different departments to use them but also makes the printer an excellent target for potential hackers to plant Wi-Fi devices, sniff traffic and access system passwords.

You are only as strong as your weakest link When it comes to printing, it would seem that bad habits die hard. A recent survey5 revealed that 94% of office workers have at least one printing habit that puts their organisation’s security at risk. For instance, a quarter of office workers have left printed copies in the printer tray while one fifth have picked up someone else’s documents. According to Quocirca6, simply leaving documents on the printer tray resulted in loss of data at 90% of European businesses. Education, therefore, plays a vital role in an effective security strategy.

In fact, printers can be easier to hack than computers because organisations often don’t see them as a security risk. According to recent research, 63%1 of businesses experience one or more print-related data breaches each year. Moreover, 64%2 of IT managers believe their printers are infected with malware. Yet 56%3 of companies have no print security strategy in place.

Such breaches can lead to the loss of proprietary secrets and sensitive customer information. This in turn can lead customers to leave a company and, in some cases, file for damages.

Companies should explain the risks of, for example, leaving print-outs in the output tray or installing your own printer from home. Make sure you translate these lessons into official printer usage policies and ensure your teams follow them. With the right training, you can keep your network safe and your data 100% secure.

To protect your business, printing equipment should run on a separate network, with a firewall in between to ensure that no exploits can go in either direction. Organisations should also consider implementing a log management system to help detect any unusual printing activity. Certain multifunction printers (MFP) also make use of SSL encryption which makes printing across a network safer.

Data defence As companies hold increasing amounts of customer data, data breaches are becoming bigger and more common. And even a small incident can make a big hole in your bottom line.

According to the Ponemon Institute4, the average total cost of a data breach increased 23% over the past two years.

This makes it important to choose an MFP where data security is built in from the start. Look for models that include hard drive encryption and data overwrite features as standard.

Data overwriting wipes your print data to ensure that sensitive information doesn’t linger on the disk. And to ensure the right person always collects the right print job, your device should also offer follow-me printing. This keeps print jobs on hold until the right person scans their ID badge or enters a password.

If your organisation is hacked, one of the first questions, whether it’s from the press, the insurers or the CEO, will be: why did you fail to stop the breach? The answer that you weren’t aware that printers needed protection is no longer acceptable. And yet that is the reality faced by many companies around the world.

With the latest Lexmark MFPs, organisations can protect their devices from unauthorised access, mitigate threats from inside the organisation, and guard against corrupt software with encrypted firmware.

To stay safe, businesses need to defend their network, data, devices, and users. Choose a printer fleet with up-to-date security technology, look for trusted vendors with good security credentials, and educate your employees about where print threats may arise. And always run refresher courses to keep everyone up-to-date. The risk may be rising but with the right technology and training, every organisation should be able to identify print threats and prevent them before they occur. For further information on ensuring secure access and regulatory compliance across your devices, network and documents visit www.lexmark.co.uk/security

Sources:1 http://quocirca.com/content/print-security-cost-complacency-121 2 http://www.information-age.com/could-your-office-printer-be-security-liability-123460702/ 3 http:// www.idc.com/infographics/printsecurity/ATTACHMENTS/PrintSecurityInfographic.pdf 4 https://securityintelligence.com/cost-of-a-data-breach-2015/ 5 http://www.scmagazineuk. com/is-printing-the-biggest-security-threat-for-your-business/article/501357/ 6 http://industryanalysts.com/2312_quocirca/

U N I T E D C A R LT O N T H I R T Y Y E A R S O N V ISI TOR M A NAGEME N T SYST EMS

Who’s there?

BY

STEVEN MOLE

DOES YOUR OFFICE HAVE AN EFFICIENT VISITOR-MANAGEMENT SYSTEM? IF NOT, IT’S TIME TO CONSIDER IT, AS UNITED CARLTON’S STEVEN MOLE EXPLAINS

M Guy Goma, above, appearing unexpectedly on live TV

22

ay 10 2006, a day at the BBC that will live on in infamy, thanks to the indelible nature of the internet.

The late Guy Kewney, a renowned communications and technology journalist, and at the time one of the UK’s foremost experts on the internet, was scheduled to appear live on BBC News 24 to discuss tech giant Apple’s court case against record label Apple Corps.

A perfectly normal turn of events; BBC reports on current news issue, invites relevant guest with industry knowledge to answer questions and speculate on how it could all pan out.

Thus, a producer walked into a reception area and asked the gentleman sitting there, “Are you Guy?” The man confirmed that he was indeed Guy and was invited to follow the BBC staffer for his “interview”.

In a different reception area, Guy Kewney watched, confused, on a monitor as Guy Goma, at BBC Television Centre to be interviewed for a job as a data cleanser, took a seat and then stared into the camera like a rabbit in

headlights, opening and closing his mouth in a silent scream of terror, fear-sweat beading at his forehead, as news anchor Karen Bowerman, unsuspecting, began to probe him for insight into the Apple case.

Goma awkwardly attempted to answer her questions, managing to remain composed despite the growing realisation that no, this was not a job interview, and yes, he was in a very wrong place at a very wrong time.

He correctly surmised that people were downloading lots of things from the internet, and that it was getting faster, but he demonstrably knew very little about what he was there to discuss, his anodyne insights doing little to answer the questions posed. This w w w.u n ited-ca rlton .co.u k

ARE YOU IN? SECURE AND STREAMLINED MONITORING OF STAFF AND VISITORS

resulted in a farcical piece of car crash TV that, thanks to YouTube and social media, has been shared into British folklore.

A hilarious (for everyone but the BBC) episode that could easily have been avoided – but what would happen if that were your school or company? Who can honestly say that all visitors are instantly identifiable and accounted for, that they will all be met by the correct person and directed to the proper destination, and that they absolutely, definitely will not find themselves in a situation which is incredibly embarrassing, or even dangerous, for all concerned?

You’d expect an organisation like the BBC, even in 2006, to have had pretty stringent w w w.u n ited-ca rlton .co.u k

procedures for visitors. However, this on-air faux pas goes to show that it’s possible for anyone to slip through the net if your systems aren’t up to scratch.

How different would that day at the BBC have been with a fast, accessible, fully accountable visitor management system, which not only prints off a temporary photo-ID badge, but also emails a photo of the visitor to the person they’re here to see, so they don’t end up with a Guy Goma when they’re looking for a Guy Kewney?

If nothing else, it just might prevent an awkward story appearing on tonight’s news…

• To see the Guy Goma clip, go to www.youtube.com and search ‘Guy Goma’

InVentry simplifies and speeds up visitor and staff sign-in by digitising the process Used by businesses, schools and colleges, the touchscreen signin system can link to existing staff/student ID cards, and allows visitors to register their arrival, print a temporary ID pass, and notify the person they are seeing in a couple of taps.

It provides a securely encrypted central database of individuals, including digital timestamps of arrival and departure times, car reg and photo, which can be quickly archived, searched and collated.

InVentry is fully standalone and can function without any additional software.

It is compatible with many leading management information systems and it can send a text or email to announce the arrival of a visitor to the appropriate member of staff, along with a photo so they know who to expect.

Additionally, the system is compatible with barcode and RFIDenabled swipe cards and fobs.

23

WANNACRY RANSOMWARE ATTACK

IT security should be your number one priority following WannaCry. he WannaCry Ransomware

At TSG, we’ve been warning our

tactic, where hackers purport to be a

attack that hit organisations

customers for years about the threat

reputable company or even a colleague

worldwide in May has made

of Ransomware, which has continued

of yours.

business leaders sit up and

to grow and impact more businesses

take notice of the cyber criminals that

than ever. 2016 was dubbed ‘the year

threaten to take down their company.

of Ransomware’ due to the 3,500%

The NHS was one of the most high-profile victims of the attack, with

increase in attacks; this threat isn’t going away any time soon.

over 40 trusts in England shut down

But it’s not just Ransomware that

because of the attack.

could affect your business. As more

It’s not just Ransomware that could affect your business. As more businesses rely on technology, cyber criminals will target your data, your login details

businesses rely on technology, cyber criminals will target your data, your login details through phishing attacks, or even bring down your service through a Denial of Service (DOS) attack.

through phishing attacks, or even

This global attack has made business

bring down your service through a

leaders realise that IT security should

A key indicator that the email will contain malware or phishing links is the email address domain – is it correct or is there a slight variation?

Hackers that recently obtained DocuSign customer email addresses used the domain ‘docusgn.com’ – a tiny difference that’s easy to miss.

Always check that the email domain is correct and hover over the hyperlinks. If in doubt, don’t click any links or download any documents.

Denial of Service (DOS) attack.

be their number one priority. So how

REGULARLY UPDATE YOUR SYSTEMS.

This cyber-attack took advantage

can you keep your business safe in the

This particular attack has highlighted the

face of these ever-evolving dangers?

dangers posed when you don’t regularly

of a security flaw in older Microsoft operating systems including Windows

BE CAREFUL WITH EMAILS.

XP, which 90% of the NHS runs on.

Malicious email attachments and

Microsoft issued a pre-emptive

hyperlinks are the number one vehicle

security patch for this vulnerability in

for malware, Ransomware and

March which could have potentially

phishing. Spam emails are no longer

prevented thousands of businesses

as obvious as they once were thanks

from being hit.

to the sophisticated email spoofing

update your operating systems. To many, this is a cumbersome task, but those updates are critical to patch any possible security vulnerabilities.

Your PC will often inform you when an update is available, but you can check by searching ‘Windows Updates’ in your Start search bar.

www.tsg.com

Why should you be aware of Ransomware?

Ransomware has existed for a long time, but it’s seen a resurgence in 2016.

Hackers are more targeted, using methods like spoofing to impersonate CEOs, Directors, or even your colleagues.

41%

3,500% increase in attacks in 2016 alone

$1bn

The FBI predicts that Ransomware will cost businesses over $1 billion in 2016

USE SPECIFIC ANTI-VIRUS SOLUTIONS. We use Sophos Intercept X to prevent Ransomware attacks; in fact, TSG and many of our customers were protected

of businesses have been hit by Ransomware in 2016

600%

Increase in new Ransomware families, between December 2015 to April 2016

Ransomware accounts for

the event of a cyber-attack, but it

of all cyberattacks hitting businesses in the UK. This is a higher proportion than in any other country.

also protects against natural disasters a cyber-attack to bring down your business).

We recommend Datto as a robust

Many of our customers weren’t aware

backup and disaster recovery

that they were targeted because it

solution. Not only can you back up all

stepped in immediately.

your files, you can back up your

It stops Ransomware from encrypting

systems on premise and in the cloud;

any of your files and from infiltrating

it’s this hybrid approach that sets

your machine. What’s more, if you’ve

Datto apart.

Intercept X can reverse it and intelligently protects your system retrospectively.

HAVE A ROBUST DISASTER RECOVERY PLAN. With the proliferation of zero day attacks, whereby hackers find a vulnerability in a system unknown to the vendor, there’s still a chance your

Don’t let your business become the next cyber-attack casualty. While

pay the ransom.

Sources: ESET, Malwarebytes, Osterman Research, Symantec, Tim Gurganus, Infoblox, CBR

brought down businesses small, medium and large across the globe.

You’re not too big or too small to be targeted; these hackers don’t discriminate.

calculated cyber-attack.

support and IT security, working

www.tsg.com

of UK businesses have experienced a Ransomware attack, and

Nissan stole the headlines, this attack

TSG is a leading expert in IT

to restore your systems and files in

54% 37% What’s more,

high profile victims like the NHS and

business could be taken down by a

Disaster recovery not only allows you

25%

like fire (which, FYI, is less likely than

from this attack thanks to Intercept X.

already had your files encrypted,

Ransomware in the UK

with some of the top security companies like Sophos and Datto to protect our customers.

Call: 0333 022 0777 Email: info@tsg.com www.tsg.com

U N I T E D C A R LT O N T H I R T Y Y E A R S O N ALAN SHEARER CENTRE

26

w w w.u n ited-ca rlto n .co.u k

IT ALL MAKES SENSE BY

JA N E P I K E T T

WILL YOUR BUSINESS HELP TO FUND THE LIFE-CHANGING WORK OF THE ALAN SHEARER CENTRE?

I

could spend a long time at the Alan Shearer Centre, exploring the sensory rooms where I am struck in turns by a sense of peace and wellbeing, and a raging curiosity which sets fireworks off in the imagination. Then there are the lovely grounds, where a woodland walk and sensory garden have a similarly relaxing, yet invigorating effect.

I’m not sure what I was expecting, but it wasn’t this. I suppose I thought it would be clinical, coated in that “We are so fortunate hospital gloss paint which seems only to be made in to have the supporters shades of sludge, with cold, who help to almost-impossibly shiny rattling chrome fund us today” floors, trolleys and the cloying smell you find only in institutions.

The reality could not be more different. This beautiful old house, a former family mansion on the western edge of Newcastle, is light, welcoming, homely. The staff wear bright polo shirts and broad smiles, the café is open, airy, contemporary - like those you find in smart museums and galleries, but without w w w.u n ited-ca rlton .co.u k

the overblown prices. There is no hospital paintwork, chrome trolleys or weird smells. In fact, it smells lovely, like a scented candle.

Of course, everywhere looks better in bright sunshine, but this really is a beautiful old property, decorated tastefully, sitting amid more than an acre of beautiful grounds and gardens with bright, specially adapted climbing frames to welcome visitors on its front lawn.

The residential wing, where guests live permanently, is homely and comfortable.

The short break centre, where guests come for a short visit, is bright and welcoming. The activity centre, enjoyed by the residents and by hundreds of visitors who come free every week, is an irresistible mix of state-of-the-art sensory rooms, giant ball pool, music room and a hydrotherapy suite which, were it not for its specialist equipment, could have been lifted out of an upmarket spa.

I am shown into the hydrotherapy suite to find Beth, aged 21, squealing with delight in the hydrotherapy pool. She is accompanied by two therapists she knows 27

U N I T E D C A R LT O N T H I R T Y Y E A R S O N ALAN SHEARER CENTRE

Fibre optics, musical bumpers sensory magic panels and brightly coloured specialist equipment combine to create an environment which is fun and at the cutting edge in terms of therapeutic value well, helping her to stretch her body and limbs in the warm water and, little by little, regain some flexibility.

Beth lives here, having suffered catastrophic brain injuries in a car crash.

Her mum, centre manager Amanda Head tells me, is here every day, 10am-8pm.

What goes through her mind as she tends to a daughter changed so radically by accident, searching for the slightest improvement in an incurable condition, I can only imagine, but Beth is fortunate at least in that she has a home here; a place unlike any other, where the care, the facilities, and the surroundings are everything her loved ones could wish for. “There’s nowhere else like this; we are unique in the mix of specialised facilities we can offer under one roof for people with complex needs,� says centre manager Amanda, explaining, as we tour the rooms, how the centre reaches out to people young and old with complex disabilities and acute sensory impairments.

28

This specialist recreational, sensory and social resource is open to all ages and caters to a wide spectrum of need.

The activity centre facilities are free and open to all family members, and they can come here as one, with all the children, rather than mum or dad taking a fully able child to the leisure centre down the road while the other parent takes the child with additional needs somewhere more accessible elsewhere.

The beneficial effects of the sensory rooms, for example, are amazing, explains staff member Yvonne, who, in her lime green polo shirt and bright smile, is enthusiastic to the point of evangelism.

Often, she says, a visitor arrives anxious and upset by the upheaval of their journey and the pain or frustration of their condition, but the facilities can have an almost instantly calming, restorative effect.

For me, one of the most surprising things about this place is its irresistible range of fun, stimulating and relaxing experiences. There are regular social events and outings, educational and social events, classes and courses. There are arts and crafts, hobbies and cookery sessions, plus events ranging from performances to dinners and discos.

The work done here is life changing.

Take Beth, who moved into the bright, comfortable residential wing after a year in hospital following her accident. She has 1:1 care 12 hours a day, 2:1 care four hours a day, with daily physiotherapy and speech and language therapy. Her cognitive function, physical mobility and flexibility have all improved.

Beth can access the activity centre along with visitors aged from babies to 70-plus. Here, fibre optics, musical bumpers, sensory magic panels and so much more brightly coloured, crazily shaped specialist pieces of equipment combine to create an environment which is not only fun for all, but also at the cutting edge in terms of therapeutic value. w w w.u n ited-ca rlto n .co.u k

THE ALAN SHEARER FOUNDATION UNITED CARLTON IS A CORPORATE PARTNER OF THE ALAN SHEARER FOUNDATION The Alan Shearer Foundation directly supports the Alan Shearer Centre and its work to provide an activity centre, short break care, and residential facility for children, young people, and adults with complex needs.

The foundation

Upstairs, we look around the residential centre’s founder, Austin Donohoe, retired and short break centres. Both are chief executive of St Cuthbert’s Care, welcoming and homely, the residential which runs the centre, had a vision of a wing providing a specially adapted home large, welcoming leisure centre where for Beth and her people with fellow residents, complex needs “It’s incredible, what has the short break could come with wing providing their families. He been created in the last 10 specialised Alan years, thanks to supporters” approached breaks in a Shearer in his specially adapted testimonial year of environment for people with a range 2007, and the rest, as they say, is history. of disabilities and behavioural issues, “It’s incredible what has been created allowing parents and carers a rest. here over the last 10 years,” says Amanda Guests have their own rooms, the Head. “The Alan Shearer Foundation, specially adapted bathrooms and wet which funds the centre, helps us to keep rooms feature soothing sensory baths, and it all going and up to the minute with the each guest has their own key worker so latest technological advances. that strong bonds can develop, creating an “We are unbelievably fortunate in extended family feel. providing this unique resource, thanks to Of some 5,000 members of the activity Austin’s vision and the supporters who centre, 300-500 visit each week. The help to fund us today. w w w.u n ited-ca rlton .co.u k

Alan Shearer, above and far left, at the centre with some of the children who benefit from its free specialist facilities for young people and adults with complex needs

must raise at least £250,000 each year to ensure it can continue to provide free sensory and specialist leisure activities, and free and subsidised respite breaks for profoundly disabled children and adults.

Corporate partners like United Carlton make a substantial donation every year and support the foundation’s fundraising activities. www.alanshearer foundation.org.uk

29

U N I T E D C A R LT O N T H I R T Y Y E A R S O N GREGGS

30

w w w.u n ited-ca rlton .co.u k

ROLL WITH IT BY

LIZ HANDS

“W

DISCOVERING A REVOLUTION IN WORKPLACE TECH DELIVERED

BY UNITED CARLTON AT GREGGS HQ

e’ve got more than 30,000 pieces of kit, all to make and sell a few sausage rolls,” jokes Greggs’ head of IT Roy McDougal.

The technology involved in running Greggs, which has more stores in the UK than McDonald’s, is mindblowingly complex. Everything from the way staff at its Newcastle headquarters organise a meeting, to the goods on offer in its 1,700 shops, is governed by the latest technological advances and data. In the past five years, the firm, run by chief executive Roger Whiteside, who previously headed How new print Marks and Spencer’s food operation, has made a technology has saved seven-figure investment in Greggs upwards of new System, Applications Products (SAP) £300,000 as a result and implementation. In total, of saved print and £25m has been ploughed in ink costs to modernise and centralise systems and processes.

“We’re customercentric,” says Roy. “You don’t exist unless you do what your customers want.

w w w.u n ited-ca rlton .co.u k

31

U N I T E D C A R LT O N T H I R T Y Y E A R S O N GREGGS

“Our technology allows us to make decisions about customer engagement, so we know how long a product will remain profitable” Our technology and systems allow us to make decisions about product life cycle and customer engagement, so we know how long a product will stay profitable.

“We have 6m plus customers and 50m rows of till data every week, which means we can go right in to that base level of data. That allows us to make incremental decisions which make a big difference. We have so many stores, you only need to make marginal gains in each one to see revenue gains overall.”

Technology has been key to Greggs rolling out more healthy food options in its Balanced Choice range, which now accounts for £100m in annual sales, though the iconic sausage roll continues to be Greggs’ bestseller. It has helped Greggs’ third consecutive year of like-for-like growth and record profits, with total sales of £894m and underlying pre-tax profits of £80.3m.

The importance of technology is clear as soon as you step into Greggs HQ, where a huge video wall provided by United Carlton flashes up information. “Traditionally, you’d be greeted by a receptionist with a pot plant in the corner,” says Roy. “But the video wall tells the story of Greggs, our charity work, our awards. Of course there’s still a receptionist, but this sets the tone for staff and visitors coming in and out.”

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The video wall is just one of the solutions provided by a six-figure investment in technology and service from United Carlton, which has also installed the latest meeting room technology and managed print solutions. For instance, each glass-walled meeting room throughout Greggs’ threestorey headquarters features a touch pad at its entrance. “Before, you’d have to get PAs and secretaries to check everyone’s diaries and check if meeting rooms were free,” says Roy. “Now you can book the room and invite everyone from your own desktop or one of the touchscreens. If that room isn’t free, it will suggest all the ones of the right size which are available.”

Touchscreens glow red when a meeting has started and green when a room is available, and if your meeting is likely to overrun, you go to the touchscreen and add extra time. Inside, collaborative white boards allow colleagues to work together on ideas and documents, which can then be sent back to everyone’s desktop.

Staff no longer feel they have to ask permission to meet and they move freely between floors. Because it’s easy, many now book shorter, snappier meetings which focus on the task in hand. Sound systems and video make presentations livelier, and visitors can deliver their information easily. The meeting rooms are part of the collaborative feel at Greggs, which is full of little nooks where you can grab a coffee with a colleague for a quick brainstorm.

The company, which employs 20,000 people, has also invested in new print technology, introducing multi-function devices from United Carlton which have saved upwards of £300,000 in print and ink costs.

Staff can scan and send documents straight to a recipient’s email. Confidential documents are safe as the system uses follow me technology, which prints only when the user is at the printer with their pass. File names are blanked while printing, an important feature for departments such as HR, and remote workers can set documents to print before picking them up at their next location. “We can’t be paperless, because w w w.u n ited-ca rlton .co.u k

BUNS IN THE OVEN

WE’RE IN THE MONEY New multi-function devices have saved Greggs more than £300,000 in print and ink costs

DO THE DATA 60m-plus customers and 50m rows of till data every week to dissect and analyse

THINGS ARE LOOKING UP

paper is quick and clean for checklists,” says Roy. “With an iPad, you have to be sure the glass is completely clean for hygiene reasons. If it’s dropped and the glass cracks, you have to shut down an entire production line because of the tiny possibility of contamination. So, if you can’t stop printing, the question is how to restrict it to save costs and these new devices have enabled us to do that.”

There are plans to grow to over 2,000 shops nationwide and implement a new shop ordering system in Greggs’ biggestever new system roll-out. Greggs is also designing new supply chain solutions, w w w.u n ited-ca rlton .co.u k

covering manufacturing, warehousing and distribution operations. “We own the product, we make it, we ship it, we sell it,” says Roy. “We need the systems in place to support those processes of distribution, production and retailing.

“We’ve gone through huge changes in the past few years, and made significant investment. But technology is like painting the Forth Bridge. We always have an eye on the future.”

And with that, he is off to ensure all those systems are running smoothly, while we pop into one of the on-site cafés for one of those famous Greggs sausage rolls.

Greggs’ systems helped it to sales of £894m and underlying pre-tax profits of £80.3m last year

HEY, BIG SPENDER... £25m spent modernising and centralising systems and processes in the last five years

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U N I T E D C A R LT O N T H I R T Y Y E A R S O N A DV ERTOR I A L

Innovate with Toshiba and United Carlton Toshiba TEC has been leading innovation globally for more than 140 years, including the first laptop in the 1980s and the first 3D NAND memory in the 1990s.

Toshiba is responsible for over 620,000 granted patents and spends billions each year on R+D. In the UK, Toshiba TEC uses innovative programmes to cement its relationship “United Carlton has built a with business partners and including the unique reputation for innovation in clients, C02 Balance CSR scheme, developing and delivering responsible for a 100,000 unique, bespoke services� tonne-plus reduction in C02 by since 2009.

In 2013, Toshiba TEC UK introduced the Masters programme - a degree level qualification in Sales Transformation. United Carlton joined the Toshiba Class of 2013 and we congratulate United Carlton directors Warren Colby and Mark Bryce, who have both been awarded a Masters in Sales Transformation.

United Carlton has built a reputation for innovation by developing and delivering CHRIS MILLS MARKETING MANAGER TOSHIBA TEC UK

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unique and bespoke services. By working with leading manufacturers and software developers, United Carlton uses its experience and know how to create solutions which enhance client workflows, encapsulating efficiency and reliability in the most cost-effective way possible.

The life cycle of innovation begins in a research centre, but can only continue through to client fulfilment and ongoing management thanks to businesses like United Carlton.

Innovation is a journey, not a destination. Toshiba and United Carlton leading innovation.

To learn more about Toshiba products from United Carlton, contact us tel 0845 456 0022 email enquiries@united-carlton.co.uk w w w.u n ited-ca rlton .co.u k

PARTNERSHIPS HAVE NEVER LOOKED BETTER Toshiba is proud to have been working with United Carlton for 30 years, and congratulate them on their landmark anniversary following their fine achievements and the quality services they continue provide businesses across the UK. Understanding that every industry has unique workflow needs, Toshiba has developed customisable Multifunction Products (MFPs) to make business processes easier. Intuitive and smartly integrated our products simplify complex tasks and give you control while providing the reliability Toshiba is known for.

www.toshiba.com www.toshibatec.co.uk | united-carlton.co.uk w w w.u n ited-ca rlton .co.u k

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U N I T E D C A R LT O N T H I R T Y Y E A R S O N RU N S H AW C O L L E G E

CLASS ACT BY

JA N E P I K E T T

EXPLORING WORLD-FIRST SYSTEMS AT THE HEART OF RUNSHAW COLLEGE

I

The QR code ID cards at Runshaw College also sync with the new managed print services created by United Carlton, while the reprographics dept, right, is significantly more efficient

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magine the task of managing 10,000 students, all of them equipped with an ID card via which they sign into study areas, buy their lunch, get books out of the library and sign into printers.

First of all, students lose things, so you need that ID card to be easily replaceable.

They also forget to pick up documents from printers, so you need the ID card to be sophisticated enough to print only what they need, when they need it, on the nearest college printer to them. At Runshaw College in Leyland, Lancashire, technologies supplied by United Carlton, including a revolution in print management, make life easier, and significantly more efficient, for 10,000 students, visitors and staff, This is a world-first system, developed specifically to sync with the college’s existing QR code ID cards. “When we came on board, every student and staff member already had a card with a QR code which they used everywhere, such as getting lunch or logging books out of the library,” says United Carlton director Matt Wootten. “They wanted our systems,

such as follow-me print, which sends your print job to every printer in the building for you to pick up from the nearest when you swipe your card, to fit the existing QR technology. Introducing a new ID card for all 10,000 students, plus staff, would have been totally unworkable.

“Nowhere else in the world was using QR codes for managed print, so we created a world-first,” says Matt. “Using a QR code system means there is no tech on the actual cards, so the cost of them is tiny compared to the fobs which are widely used. Students lose them all the time, so it is vital that the replacement cost is a few pence as opposed to £1 or more.”

United Carlton supplied the college with 48 Lexmark printers, 44 Sharp campus multifunctional devices (MFDs), six Sharp print room MFDs and two Canon plotters, including the latest highspeed printers for the busy reprographics department, which can now print high quality stapled booklets at a fraction of the cost of engaging an outside print partner.

The benefits of the system include electronic job tickets for the reprographics department, saving time wasted walking back and forth to the department and manually inputting paper tickets. Print volumes and colour printing are measured and controlled, cutting unnecessary copies, and new multifunctional printers print, copy and scan faster and cheaper.

A system called PaperCut features a cross-platform output management and w w w.u n ited-ca rlton .co.u k

GRADE A STAR

IT’S A WORLD-FIRST The first managed print system to sync with existing QR code ID cards

ECO WARRIOR Efficient systems mean fewer trees end up in the bin and the college cuts waste

PAPERCUT The PaperCut system reduces costs, significantly improving outputs and efficiency

cost recovery platform that allows racking, slashed, and efficiency is at its height. accounting and billing of print, scan, copy “We looked at a number of providers and fax jobs, reducing and products; we knew costs and delivering what we wanted to “Nowhere else in the achieve but not how to pull printing and mobile printing. All of this, world was using QR achieve it,” he says. says college director “In choosing United codes for managed of facilities and estates Carlton we have print, so we created a become significantly David Sharrock, has rationalised systems and more efficient and world-first” significantly improved effective and we have outputs and efficiency. a system which links Environmental sustainability has been everything together. It is incredibly taken to another level, wastage has been beneficial to our business.” w w w.u n ited-ca rlton .co.u k

GREEN SCENE Print volumes are controlled, slashing unnecessary copies, while printing, copying and scanning is faster and cheaper

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United Carlton’s 30th anniversary

JO HARRIS HEAD OF SALES SIEMENS FINANCIAL SERVICES

Through a 30-year working relationship, (SFS) has forged a long-standing and trusted business relationship with United Carlton.

Underpinning our approach is our close collaboration with our vendors and their customers, in order to understand their businesses and align our services and financing solutions to their requirements, ensuring we provide the tailored and consistent support they need.

We are deeply committed to our vendors and their customers, helping them to acquire essential technology and equipment through our range of finance solutions. As part of this commitment we continue to develop our services to maximise customer satisfaction. For example, our online facilities provide a speed and ease of working with us, so that customers can be assured of a fast response to their financing needs as well as the convenience of e-documentation and signature - a secure mechanism

that allows documentation and signatures to be made electronically rather than on paper, significantly cutting down the time associated with signing and processing documents.

Our UK offices in Manchester and Stoke Poges are complemented by an experienced national sales team across the UK, which allows us to respond to the needs of our vendor partners and their customers swiftly, using local knowledge and long-standing experience.

“At SFS we invest in long-term, strategic relationships with businesses and communities. Our enduring cooperation with United Carlton is a perfect example of our ability to provide them with stable long-lasting support for their financing arrangements, along with enhancements that provide competitive advantage in our connected and online world,” commented Jo Harris Head of Sales – Vendor UK, Siemens Financial Services.

Not just another funder 38

When it’s your job to procure hundreds of multi‑function devices and copiers for offices and schools, the pressure is on for ruthless efficiency...

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his was the task facing three councils - East Riding of Yorkshire, North Lincolnshire and North East Lincolnshire - in procuring devices for hundreds of offices and schools back in 2005, when the three put this enormous task out to tender.

The rigorous tender process was won at the end of that year by United Carlton, ahead of 11 other companies.

The contract has been retained by United Carlton without a break since, through further scheduled tender processes, and United Carlton successfully secured it again in 2017 for up to four years.

Now enlarged to more than 1,400 multi‑function devices and supported by two regional directors, Adam Fawcett and Nick Speight, and a team of more than 30 staff, it takes United Carlton’s tenure to an unprecedented 15 years, which is testimony to the group’s after‑sales service and the dedication Business of its Pocklington team.

The North East partnership Lincolnshire print fleet continues already benefits from printer management software to reduce waste and there is a review in progress for the potential implementation of PaperCut software across the East Riding Council print fleet to enable control of colour printing, reduce waste, and provide follow-me print technology, allowing users to send documents from one location and collect them from devices in another. Many schools in the region are already benefiting from w w w.u n ited-ca rlton .co.u k

PaperCut installations and are enjoying cost and waste reduction as a result.

Sarah Dyson, principal procurement officer for East Riding Council, said: “This contract covers several hundred individual schools and offices which are equipped with cutting-edge multifunction devices which allow us to operate in the most efficient, costeffective way possible.

“The contract is managed centrally and offers a significant price advantage as well as contractual security to all customers. United Carlton has delivered innovative systems backed by a comprehensive service offering. The latest software allows us to minimise waste and United Carlton’s customer service is outstanding.”

United Carlton director Michael Nelson said: “The solutions we have provided for these three authorities are a great example of how best to utilise cutting-edge efficiency across hundreds of sites to minimise waste and maximise value for money. All organisations, large and small, can benefit from the latest technology in ensuring they are as lean and green as possible, as these authorities have.”

IN PRINT

COST CUTTERS The potential for waste is slashed by the use of follow-me print and colour control

1,400 The number of multi-functional devices supplied by the team

TENURE HELD FOR 15 YEARS The latest contract win will take the relationship to an unbroken 15 years

USAGE REVIEWS AND ANALYSIS The latest technology makes cost management quick and easy

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U N I T E D C A R LT O N T H I R T Y Y E A R S O N KCOM

Keep talking BY

JA N E P I K E T T

THE REVOLUTIONARY MANAGED PRINT SOLUTIONS POWERING COMMUNICATIONS GIANT KCOM

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ommunications and IT giant KCom Group Plc is in the business of efficiency, so when it was seeking integrated managed print solutions its requirements were unsurprisingly stringent.

The business, which is headquartered in Hull, was looking to reduce costs, cut waste and streamline its printer fleet across 19 offices and telephone exchanges “We have a completely nationwide. It had numerous printers new system for what of different makes from multiple suppliers, the IT department was we were paying for swamped in management and new toner cartridges” maintenance, and IT expenditure was soaring along with waste. A streamlined solution was required, and it had to be cost-neutral.

The solution provided by United Carlton exceeded all expectations. Paul Marsden, KComm’s head of IT, infrastructure, 40

operations and estates, says: “We were able to replace the complete system with new printers and managed print services for the same price we had been paying just for toner cartridges. It’s remarkable, and the on-going customer service we have from United Carlton is above and beyond what we had put in the business case.”

The solution was provided in less than a month, United Carlton, working with KCom’s IT department, installing 110 multifunctional devices and delivering staff training w w w.u n ited-ca rlto n .co.u k

SPEED DIAL

THE BOTTOM LINE KCom has saved money thanks to the solutions provided by United Carlton

AS IF BY MAGIC Toners appear in the post just as they are beginning to run low, saving KCom the hassle of ordering

SLIMMED DOWN Streamlining KCom’s old printer fleet not only made it more efficient, the investment saved the business money

throughout the business. The new system includes automated cartridge ordering, which means cartridges automatically appear in the post well before they run out, and a print management and cost recovery platform called PaperCut. This defaults all print jobs to double-sided mono and provides follow-me print. This means print jobs are claimed only by the person who sent them, significantly cutting the amount of waste in unclaimed documents and at the same time increasing security. w w w.u n ited-ca rlton .co.u k

The project has far exceeded the costneutral requirement, saving KCom money in time, paper usage and power consumption, while reducing carbon emissions and waste.

United Carlton director Matt Wootten explains: “Managed print solutions are all about innovation and efficiency. Our clients never have to order toner again because it arrives automatically. Printer rules such as default mono double-sided save money and cut environmental impact, and our service contracts keep it all running efficiently.”

GREEN MACHINE Waste has also been slashed thanks to the new streamlined system across 19 offices and exchanges

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U N I T E D C A R LT O N T H I R T Y Y E A R S O N EN VIRONMEN TALS

SAVING THE WORLD… …ONE TONER AT A TIME BY

JA N E P I K E T T

WE EXPLORE CUTTINGEDGE ENVIRONMENTAL SOLUTIONS FROM THE LEADING NAMES IN FUTURE TECHNOLOGY ZERO TOLERANCE Toshiba’s world-leading Carbon Zero Scheme inspires every organisation to do its bit for the planet.

Through the scheme, Toshiba aims to offset the entire carbon footprint of its devices, from parts procurement and manufacture to transportation, which means Toshiba customers get to use completely carbon neutral devices.

Since the scheme’s launch in 2009, it has offset 100,000 tonnes of CO2e (carbon dioxide equivalent), helping to reduce global CO2e emissions and improving lives in some of the world’s poorest regions.

Working with carbon offset experts CO2balance, the Carbon Zero Scheme helps to fund vital projects such as African Energy Efficient Stoves, Ugandan Borehole 42

w w w.u n ited-ca rlton .co.u k

Rehabilitation, and Brazilian Rainforest Protection. In the process of offsetting 100,000 tonnes - the equivalent of 46,874 transatlantic flights - the Carbon Zero Scheme has prevented 26,829 cases of smokerelated illness, improved water quality for 8,229 people, and created more than 128,780 working days for participants of the schemes mentioned above.

CUTTING-EDGE SUSTAINABLE SOLUTIONS Companies are using increasingly innovative approaches to improve recycling and become part of the circular economy. Practical sustainability challenges can be tackled with a level of innovation that is forward-looking, effective and, most of all, exciting. Here’s more from the green geeks at Lexmark…

Paper The rate of global deforestation is slowing, thanks partly to the increased use of recycled paper. Lexmark has gone one step further and is re-using the paper used to print test pages to help meet a growing demand for product packaging.

Over the past decade, the demand for packaging has accelerated, with global packaging sales estimated to reach $975bn by 2018. So, instead of recycling test pages, Lexmark converts them into moulded pulp cushions used to protect cartridges during shipping. Cost-effective, practical, and made from 100% waste, these cushions are in turn recyclable.

Toner Lexmark’s sustainability efforts are, quite literally, laying the groundwork to help others to go the extra mile. In partnership with resource recovery and recycling company Close the Loop, Lexmark is recycling used toner to help construct TonerPave, an asphalt additive composed of recycled tyres, toner powder and recycled oil.

Initially designed for maximum environmental benefit, roads asphalted with TonerPave have superior characteristics, the addition of toner improving the quality and performance of asphalt, with the environmental benefit of lowering greenhouse gas emissions at no additional cost. w w w.u n ited-ca rlton .co.u k

PCR One of Lexmark’s most innovative and effective initiatives is the use of post-consumer recycled (PCR) materials in its products. In 2009, one high-end color laser printer had 4% PCR content. Today, more than 30% of Lexmark printer lines contain a minimum of 5% PCR content.

Increasingly innovative approaches mean more companies can join the circular economy

Zero tolerance Lexmark follows a zero-landfill policy for all the used cartridges it collects, 100% of which are either reused or recycled. By 2018, Lexmark aims to reuse 50% of all cartridges returned, compared to 34% today.

Partnerships Lexmark has joined the Ellen McArthur Foundation Circular Economy 100 programme to unlock new commercial opportunities from its adoption of the circular economy. From optimising the manufacturing process to reducing environmental impact, the end goal is to eliminate waste. Adopting the circular economy also helps Lexmark to retain more value from the material, energy and labour that goes into its products.

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U N I T E D C A R LT O N T H I R T Y Y E A R S O N CUT T ING EDGE

BIN THE TIPP-EX FORGET WASTED PAPER AND INVEST INSTEAD IN THE WORLD’S FIRST MULTIFUNCTION PRINTING SYSTEM WITH ERASE FUNCTION Yes, you did read that correctly – Toshiba has come up with the world’s first hybrid technology which combines conventional printing with erasable printing, which means you can reuse paper over and over again.

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This futuristic combination is now available in one single device, which easily connects, integrates and simplifies your workflows – while saving valuable resources and the planet at the same time.

It is equipped with state-of-the-art features and was designed for businesses that want to combine efficiency, economy and ecology.

Have you ever taken the time to log the amount of paper you’re using? Try this assuming you’re printing 5,000 pages per month, you will have used 300,000 sheets of paper in five years, which equates to a very considerable pile of about 30 metres in height and 1.5 tonnes in weight.

If, on the other hand, you reuse each sheet

of paper five times, you could save 80% of your consumption, which means the same amount of paper which today lasts a year, will now last for five years.

The Hybrid MFP also offers all the features of a regular multifunctional printing system with a customisable, tablet-like user interface which gives easy access to the print, scan, copy and fax function.

You have the choice of either printing with regular permanent toner, or with Toshiba’s unique erasable toner - depending on the use of the document. Moreover, Toshiba’s smart software solutions support you in making that choice - all automatically and hassle-free.

Driven by Toshiba’s e-BRIDGE Next controller, the system will boost your productivity. It combines state-ofthe-art usability with exceptional flexibility for integration into your document workflows and the very best user experience.

Utmost data security is standard thanks to features such as the selfencrypting Toshiba Secure HDD and further optional security functions for full IEEE2600.2 compliance. So, bin the Tipp-Ex and dump the paper shredder, the future is green.

w w w.u n ited-ca rlton .co.u k

Congratulations on your 30th Anniversary.

Proud to take care of United Carlton’s world of technology.

Every long-lasting and successful business needs to know they can rely on their technology.

With TSG SystemCare along with a comprehensive approach to IT security, United Carlton are in the safest hands.

We’d like to think our high level of accreditation, including seven Microsoft Golds, and an exceptionally knowledgeable and talented team are key factors in them continuing to choose to work with TSG. We think they’re pretty awesome too.

Tel 0333 220 0777 l Web www.tsg.com w w w.u n ited-ca rlton .co.u k

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U N I T E D C A R LT O N T H R I T Y Y E A R S O N A DV ERTOR I A L

When was the last time your business considered the risks of cybercrime? Take note...

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he internet has revolutionised business. Companies of all sizes have taken advantage of computers to improve the speed and efficiency of their operations, and to create a more convenient interface for consumers. Yet with these many opportunities comes an increased risk of BRIAN THORPE cyber fraud attacks.

BARCLAYS HEAD OF CORPORATE Falling victim to a cyber fraud attack BANKING can result in major financial losses, while NORTH EAST data breaches can severely damage customers’ trust in a company.

Fraudsters can monetise stolen information by selling it online, and the impact of this on businesses’ reputations can be severe. Individuals have been given increased anonymity as “Congratulations to internet and email-based transactions have become United Carlton on its 30th the norm in business. anniversary. Fraud, more than ever, cover many different Here’s to another 30 may jurisdictions, with victims, successful years” beneficiaries and fraudsters -Brian Thorpe potentially located in different countries.

This makes it difficult to investigate fraud and, crucially, very hard to recover funds.

For this reason, it is vital that businesses look to prevent fraud before it happens, rather than hope to cure its consequences afterwards.

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WHAT ARE THE MOST COMMON CYBERFRAUD SCAMS ABOUT WHICH BANK CUSTOMERS NEED TO BE AWARE? Whilst no list could ever be exhaustive, there are three main areas where businesses are currently most frequently attacked by fraudsters. They are social engineering, malware and network attacks, and businesses must be aware of the risks they pose to protect themselves and their customers from the threats they pose.

Social engineering is the method by which fraudsters aim to trick people into breaking normal security procedures, for example, to give up sensitive information, such as bank login details, or for them to enable malicious software to be installed onto their device. They may also trick the victim into carrying out a fraudulent payment themselves.

Most cyber fraud attacks depend heavily on human interaction, fraudsters have long ago identified that the easiest way to breach an organisation’s defences is to target its people rather than its systems.

The most common forms of social engineering are invoice fraud, vishing (vocal interaction with a staff member with the aim of forcing the staff member to reveal sensitive information), phishing (email or written interaction with the same goal) and smishing (text). w w w.u n ited-ca rlton .co.u k

How sure are you that your systems are robust enough to deter fraudsters on the lookout for the next victim?

‘Malware’, which stands for ‘malicious software’, is used by criminals to disrupt computer operations and access confidential information. Malware can be installed in your computer via various routes, including clicking a link in an email, opening an attachment to an email, or by unwittingly downloading software from a malicious source.

Network attacks target modern working practices. As workforces have become more mobile, employees no longer always work on a single trusted network, making security more difficult. Fraudsters can exploit this by intercepting emails as they move across unsecured public servers, or even bombarding organisations with

millions of spam emails forcing servers to crash, crippling online business operations.

Fraudsters are constantly finding new ways to attack so businesses need to regularly review their processes. You have been warned...

Visit our business fraud hub at barclayscorporate.com/fraud to learn more. Or www.barclays. co.uk/fraudsmart is our site to help personal banking customers understand the risks.

The views expressed in this article are the views of the author alone and do not necessarily reflect the views of the Barclays Bank PLC Group nor should they be taken as statements of policy or intent of the Barclays Bank PLC Group.

The Barclays Bank PLC Group takes no responsibility for the veracity of information contained in the third part guides or articles and no warranties or undertakings of any kind, whether express or implied, regarding the accuracy or completeness of the information given. The Barclays Bank PLC Group takes no liability for the impact of any decisions made based on information contained and views expressed.

Barclays is a trading name of Barclays Bank PLC and its subsidiaries. Barclays Bank PLC is authorised by the Prudential Regulation Authority and regulated by the Financial Conduct Authority and the Prudential Regulation Authority (Financial Services Register No 122702). Registered in England. Registered number is 1026167 with registered office at 1 Churchill Place, London E14 5HP. May 2017

w w w.u n ited-ca rlton .co.u k

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U N I T E D C A R LT O N T H I R T Y Y E A R S O N MPS

LEAN AND GREEN BY

WA R R E N C O L B Y

UNITED CARLTON DIRECTOR WARREN COLBY EXPLAINS THE NUMEROUS BENEFITS OF MANAGED PRINT SERVICES AND EXPLORES WHAT THE FUTURE HOLDS

M

ost organisations, in my experience, would be delighted to cut costs, operate more efficiently, and spend less time and money maintaining outdated kit.

So why, then, are so many offices still home to multiple printing devices of different ages and makes, churning out prints no-one collects, and then running out of toner just when someone needs really MPS reduces print something important. costs and waste and A revolution in organisational efficiency, boosts control Managed Print and security Services (MPS) refers to the management of printing devices by one provider who takes responsibility for an organisation’s print hardware, software, support and supplies provision.

MPS is introduced by organisations which want to wrestle back control of print cost and print fleets, and seek cutting-edge security, reduced infrastructure, improved productivity, the removal of print waste, and 48

accountability for users. An MPS solution also makes organisations leaner, greener and more sustainable.

MAKE IT LEAN Traditionally, organisations keep buying printers to match staff growth. Devices are purchased at different times, which means models differ, leading to issues managing supplies, costs and valuable space.

IT departments waste time repairing printers, finance departments are swamped with massive spend on supplies as staff members print in colour using low-yield cartridges with no understanding of cost, and colleagues waste time every day battling outdated machines which are temperamental to say the least.

Documents are left on printers as users either duplicate print jobs or forget to collect them, leading to the potential for sensitive documents left lying around, and unnecessary financial and environmental wastage.

MPS reduces print costs and print waste, lessens the impact on employees responsible for managing supplies, and frees IT staff to do their day job. MPS can replace an organisation’s current print fleet with lower running cost devices managed using print management software, print rules and policies.

To track and control usage, employees log their activity at a device using biometric authentication, door entry cards/ID badges, or username and password input via a touchscreen. Users have the freedom to authenticate at any device on the network and release their print job, make a copy or scan a document, and their usage is recorded and reported in a monthly summary. w w w.u n ited-ca rlton .co.u k

MPS IN BRIEF

TAKE CONTROL Track and control usage with log-ins and monthly reports

BE SECURE Documents are no longer printed unnecessarily to be left lying on printers for all to see

Tools allow the organisation to apply rules, quotas and enforcements such as mono printing from certain applications or for certain users.

Furthermore,, the management and delivery of all supplies and IT support required is provided by the MPS provider.

BENEFITS • Cost reduction: Organisations can control and budget accurately for printing by implementing quotas per user • Control: Accountability enables organisations to control what is printed and who can print within their organisation • Security: MPS provides excellent document control and audit

THE FUTURE? MPS is fast developing to provide numerous further benefits for organisations seeking the leanest, greenest, most cost-effective solutions.

At United Carlton, that includes providing devices which offer varying levels of output quality at different costs.

For example, internal documentation may be produced at low toner mode to reduce cost per page, while high quality external documents will be produced at highest quality. The days of a printer on every desk are long gone, and with MPS, the future is lean.

KEEP TO THE RULES Print rules cut cost by eradicating unnecessary printing and imposing mono rules on certain jobs

THE FUTURE LOOKS BRIGHT MPS is at the cutting edge of technology, constantly developing to create ever leaner, greener offices

w w w.u n ited-ca rlton .co.u k

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U N I T E D C A R LT O N T H I R T Y Y E A R S O N LAST WORD

THE BIG 5

DANNY MOLHOEK, LEXMARK’S GENERAL MANAGER NORTH WEST EUROPE, CONSIDERS FIVE WAYS COLOUR PRINTING CAN IMPROVE YOUR BOTTOM LINE Colour has the power to grab our attention, alter our mood and change our behaviour, which may explain why the global printing market, which is forecast to be worth $890bn by 2018, is dominated by colour printing, which is better quality and more affordable than ever. There are also some more surprising reasons behind the growth of colour. Try these: 1. COLOUR BOOSTS SALES Research shows that more than 80% of buying decisions are based on colour, and according to researchers at Loyola University Chicago, colour increases brand recognition by up to 80%. People make a subconscious judgment about a product within 90 seconds of seeing it, and 62%-90% of that assessment is based on colour alone. Invoices produced in colour also improve payment response by almost 30%.

2. COLOUR IS INFLUENTIAL Colour improves your external relationships. A 2016 Infotrends study shows that employees overwhelmingly choose colour when printing a document for an external contact - 40%, compared to internal reports at 23%. And marketing materials, whose raison d’etre is to win hearts and minds, are printed in colour 86% of the time. According to the Electronic Document Scholarship Foundation (EDSF), sales and marketing departments are the biggest initiators of print projects, demonstrating that when a company wants to exert influence, it chooses colour.

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3. COLOUR IS MEMORABLE Research by Infotrends shows that colour documents enhance reader retention rates by up to 82% because colour improves memory performance by raising alertness levels. When it comes to memory, black and white leaves us cold, whereas warm colours such as yellow, red and orange are most likely to grab our attention. Once the customer connects on an emotional level, your brand benefits from a powerful virtuous cycle, channeling the positive energy of colour to make your message stick.

4. MILLENNIALS LOVE COLOUR From the rise of rose gold to the trend for multi-coloured mermaid hair, millennials (aged 18-29) are into colour in a big way. An Infotrends survey shows that 54% of millennials print in colour because they believe it adds more value to documents.

5. COLOUR IS MORE AFFORDABLE THAN EVER The cost of colour printing is lower and the quality higher than ever before. A steady decline in hardware costs and the efficiency and convenience of printing in-house make it the first choice for a growing number of businesses. So when deciding whether to print in colour, think about your audience and whether it would benefit your company to inspire, engage and persuade them. Does it matter whether your reader is convinced or persuaded by your words? If it does, choose colour. w w w.u n ited-ca rlton .co.u k

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