Managing Depart IDs (Pin Codes) on a fleet of MFDs \ Copiers
October 6, 2012
Canon calls them Department IDs, you may hear them called Pin Codes. But a rose by any other name…
Depart IDs have been used to control and track copy usage long before the copier became the MFD, when we connected them to the network. They were the most basic way to track what users copied. Department IDs also evolved so you could also use them to track printing as well. When Color MFDs came into the Office the biggest concern customers had who were switching from B&W to a Color MFD was “How do I control color cost”? Pin codes were the answer, they could be used to lock down JUST COLOR COPIES & PRINTS. Where you could copy or print in B&W without entering a code, but if you tried to copy or print in color it would give you a pop up and you had to enter a valid pin code that was set up on the copier or it would deny your job. The fact that users knew that they were being tracked REALLY helped control color usage & cost. Because they knew if the monthly report showed that they had done 5,000 color copies \ prints that the would have to defend that number to their boss.
Dept. IDs could also be set up to only lock down certain functions. If you wanted to track ALL copies & prints, but wanted to leave Fax & Scanning open you could set your Dept IDs to lock down just copy & print, but fax & scan could be used without entering a pin code.
The best thing about Department IDs is that they are a standard feature on the Canons, and most MFDs have something similar. They are turned off by default but can be easily turned on and set up by your technician or even your sales person. They work great on a single device but they have their...read more here
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