About BRIN
National Research and Innovation Agency (BRIN) is a non-ministerial government institution in Indonesia responsible for integrating, coordinating, and carrying out research, development, study, and application activities (commonly referred to as litbangjirap), including invention and innovation.
The main duties of BRIN (National Research and Innovation Agency) are:
- Formulating and implementing national policies in the field of research and innovation.
- Acting as the sole manager of all state-owned research activities.
- Promoting research collaboration between the government, universities, industry, and society.
Challenges
As the state research institution, BRIN (National Research and Innovation Agency) faces major challenges:
- There is a total of 3,013 printer and scanner devices of various brands and models.
- Consumable usage, such as toner, is very high, yet they are not mutually compatible.
- Many devices are outdated, leading to soaring maintenance costs.
- Incident resolution is slow, and usage monitoring is unregulated.
The printing system, which is supposed to support researchers’ productivity, has instead become a burden on operational efficiency.
Ricoh Solutions: Digital Transformation Through Managed Print Services (MPS)
To address operational challenges and budget efficiency policies, BRIN has taken a strategic step by adopting RICOH Multifunction Printers (MFP) and Managed Print Services (MPS)—a modern, technology-driven approach to print system management.
Instead of purchasing new devices separately, in 2020 BRIN opted for a Multi-Function Printer (MFP) rental solution complete with integrated services from a professional service provider. This solution includes:
- The number of printer units will be gradually reduced from 3,013 to just 441 standardized units between 2020 and 2025.
- An MFP (Multi-Function Printer) rental system from Ricoh is used, rather than asset purchase.
- The solution covers complete services, from consumables and maintenance to technology updates.
- Toner and device monitoring is done proactively to prevent downtime.
- A Live Ticket System is in place for real-time incident reporting.
Additional Service: YSoft as a Print Management System
As a complement to these services, BRIN also implemented YSoft SafeQ on their Ricoh printers. YSoft is a server/cloud-based print management system that provides greater control over printing activities.
With YSoft, BRIN gained additional benefits such as:
- Print security through user authentication using a PIN or smart card.
- Control and restriction of printing based on work unit policies.
- Detailed usage reports per user/division to analyze efficiency.
- Document tracking and audit trails to support internal compliance.
- Pull printing feature – users can print documents from any device, but they are only released when they authenticate directly at the machine.
This solution strongly supports the principle of “print securely, efficiently, and responsibly” now implemented by BRIN across all their offices and work units.
Key Benefits:
Operational Cost Efficiency:
- The reduction from conventional printer units to MPS results in significant savings in maintenance and consumables.
- The rental model (instead of purchasing) avoids large investment costs and the risk of obsolete assets.
- Toner and paper consumption are more controlled due to authentication-based usage.
Higher Document Security:
- Documents are only printed when the user authenticates with a PIN or smart card at the machine.
- Avoids the risk of documents being left behind or accessed by unauthorized parties.
- Audit trails through YSoft SafeQ facilitate tracking who printed what and when.
Centralized Control & Monitoring
- Real-time monitoring of toner and devices minimizes downtime.
- Live Ticket feature accelerates technical response to printer malfunctions.
Proactive & Preventive Technical Support
- Maintenance is performed regularly, not just when damage occurs.
- Standard IP-based system facilitates integration and troubleshooting
Increased Staff Productivity
- Staff no longer waste time due to broken printers, empty toner, or print queues.
- Print, scan, and copy services are available in a single multifunction printer (MFP) that is always in optimal condition.
Conclusion
BRIN’s print system transformation is not just about cost efficiency; it’s also about a change in work culture. With the combination of Ricoh MFP technology, MPS services, and YSoft SafeQ, BRIN has successfully created a printing ecosystem that is:
- Cost-effective
- Secure
- Easy to manage
- Ready to support dynamic research activities.
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This step serves as a concrete example of how government agencies can innovate amid limitations, in order to support public service and the advancement of science.
