Ricoh Operations Self-Assessment

Name

Organization/Location Name

City

State

Phone (optional)

1. Select the statement that best matches your job submission process:

Jobs are received manually via walk-ins, email or phone. Customer service manually produces job tickets.

About 50% of orders are processed via a web-based system. Customer service receives the remainder via email or phone.

About 75% of orders are processed through a web-based system. Customer service receives the remainder via email or phone.

More than 75% of orders are processed through a web-based system. The system does NOT create quotes or pass information to other areas of the production process.

More than 75% of orders are processed via a web-based system that produces quotes and job tickets or can integrate with other applications (e.g., Print MIS system).

None of these describes our current state.

2. Describe how your workflow systems (web-to-print, estimating, quoting, shipping, project management, etc.) interact with each other:

We use five or more disparate systems to accomplish tasks.

We use two to four disparate systems to accomplish tasks.

Workflow is fully automated with minimal intervention needed to process jobs. All systems are integrated. Staff does NOT re-key information.

None of these describes our current state.

3. Select the statement that best describes your production labor-tracking process:

Flat-rate labor charges, regardless of the number of production steps involved.

Flat-rate labor charges for each manual production step.

Spreadsheet or other document for manual entry of time and activity.

Standalone system for entry of job numbers or scanning tickets.

Integrated system for entry of job numbers or scanning tickets.

None of these describes our current state.

4. Select the statement that best describes your mailing capabilities:

We do NOT offer direct mail services.

We send all direct mail jobs to a presort house.

We produce direct mail jobs with meter or pre-cancelled stamps only.

We use a mailing application (e.g., BCC Mail Manager or Accuzip). We mail only standard or first-class mail.

We use a mailing application (e.g., BCC Mail Manager or Accuzip). We mail a variety of mailing classes.

5. Select the statement that best describes your communication strategy (print/mail, email, SMS and social media):

No ability to create, manage and deliver communications across multiple channels according to customer preference or regulatory requirements.

Process to manually create, upload, manage and deliver communications across multiple channels.

Ability to create, manage and deliver communications across two to three delivery channels, with some automation.

Manual batch processes to create, manage and deliver communications across multiple channels, including print, mobile, email, SMS and web. Limited or no ability to track engagement to determine success.

Automated batch and real-time processes to create, manage and deliver communications across multiple channels, including print, mobile, email, SMS and web. Ability to track engagement to determine success.

None of these describes our current state.

6. Select the statement that best describes your marketing composition and development process:

Outsourced development.

Several designers and development teams use various applications.

One dedicated designer or development team uses several applications.

Development is a well-defined process but requires several applications for each communication method.

Development is a well-defined process with a project manager and has a single design application for all communication methods.

None of these describes our current state.

7. Select the statement that best describes your production costing process:

Production costs and rates were established more than three years ago. We do NOT know whether current rates meet our target profit.

Production costs and rates were established based on competitive rates for our area. We are NOT certain whether the rates meet our target profit.

Production costs and rates have been established through manually documented studies of competitive rates. Rates are set to hit a specific profitability target, but we are unable to validate success.

Hourly rates have been established for all equipment based on our current budget and projected production volumes. Rates are set to hit a specific profitability target, but we are unable to validate success.

Rates have been established for all equipment based on our current budget and projected production volumes. We reevaluate costs and rates annually. Rates are set to hit a specific profit target.

None of these describes our current state.

8. Select the statement that best describes your color management process:

We do NOT perform any color management. Output is inconsistent across monitors and devices.

We do NOT manage color on our devices. Output is NOT noticeably inconsistent across monitors and devices.

We calibrate color on our devices at least monthly. We do NOT manage color on our computer monitors.

Our shop is NOT G7®-certified, but we follow G7 practices for color management. We have trained experts on staff.

Our shop is G7-certified. We are consistently up-to-date on our status and have trained experts on staff.

None of these describes our current state.

9. Select the statement that best describes security procedures for your production hardware:

Uncertain regarding our security measures.

Devices are NOT encrypted or behind a firewall. Operators secure Fiery™ with a simple password.

Devices are behind a firewall. Operators use simple passwords for login.

Devices are encrypted. Operators use complex passwords. Ports are behind a firewall. In case of data loss, we will need support to rebuild our Fiery.

Devices are encrypted. Operators use complex passwords. Ports are behind a firewall. We have a backup strategy in case of data loss.

None of these describes our current state.

10. Have you had a recent data breach and are you prepared for a data breach?

We have had a data breach in the last 12 months. We do NOT have any plans in place to prepare for a future data breach.

We have had a data breach in the last 12 months. We have since created plans for a future data breach.

We have NOT had a data breach in the last 12 months. We do NOT have any plans in place to prepare for a future data breach.

We have NOT had a data breach in the last 12 months. We conduct security training but don't know our vulnerability status.

We have NOT had a data breach in the last 12 months. We conduct security training. We did vulnerability testing in the last 24 months, but we don't perform it regularly.

We have NOT had a data breach in the last 12 months. We conduct security training. Vulnerabilities are consistently tested and resolved.

None of these describes our current state.

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