Ysoft SafeQ: The Right Investment for Operational Efficiency
9 September 2025

From Printer Queues to Smart Efficiency: How iSmile Preschool Manages Printing Smarter

About iSmile Preschool

iSmile Preschool is an early childhood education institution focused on developing children’s character, independence, and emotional intelligence. Each of its activities is designed to stimulate the child’s cognitive, social, and emotional aspects in a holistic and engaging way.

As a continuously growing school, iSmile is also recognized for its strong commitment to educational innovation. The school not only invests in teacher development and learning programs but also in support systems that enhance operational efficiency — including the implementation of technology for administrative management and communication with parents.

Challenges

The school believes that early childhood education is not only about learning letters and numbers, but also about building character, independence, and happiness from an early age. To achieve this, the teachers and staff at iSmile work diligently behind the scenes to prepare learning materials and document activities that contribute to each child’s progress report.

However, amid this passion and dedication, the school faced a common challenge shared by many educational institutions: how to balance teachers’ creativity with operational efficiency.

Every day, iSmile teachers print activity sheets, colorful worksheets, and communication documents for parents. While this process is essential, it often consumes a significant amount of time. Teachers frequently had to queue at printers, deal with low ink levels, or encounter print quality issues that didn’t meet their needs.
Before implementing an integrated system, printing was done manually and alternately — sometimes even outsourced to digital printing services. This process was time-consuming, especially when multiple teachers needed the printer simultaneously.

In addition, printouts from standard printers often faded or became wrinkled easily. This posed a concern, as damaged prints or low-quality ink could be unsafe for young children — most of whom are toddlers at iSmile. The teachers were particularly attentive to this issue.

Beyond time and quality concerns, the school also wanted to ensure that printing activities could be centralized and cost-efficient, allowing more of the school’s budget to be allocated toward student development programs and classroom activities.

Ricoh Solution: Digital Transformation Through Managed Print Services (MPS) with EZ Charger

To address these challenges, Ricoh provided a Managed Print Services (MPS) solution for iSmile Preschool by implementing a Multifunction Printer (MFP) system supported by the EZ Charger office solution.
These two solutions work hand in hand to deliver real efficiency and control without requiring major changes to the teachers’ existing work habits.

  1. Multifunction Printer (MFP)

The MFP serves as a single integrated device that allows users to print, copy, and scan documents within one system. With high-quality printing results, teachers can now:

  • Send print commands directly from their computers or laptops in the classroom.
  • Retrieve printouts from any connected printer without the need to reprint.
  • Easily scan documents to email or shared network folders.
  1. EZ Charger

The EZ Charger functions as a user authentication and printer usage management system.
Each teacher is assigned a personal account and an identification card (Tap Card) used to log in to the printer.
By simply tapping the card on the device, the teacher can release their print job from any connected printer — ensuring both document privacy and the prevention of unnecessary printing.

With this system, only authorized users can access and collect their printed documents.
In addition, EZ Charger records all printing activities for each user, allowing the school to track, monitor, and manage printing behavior accurately.

Results and Key Benefits

With the implementation of MFP and EZ Charger, iSmile Preschool now enjoys a more efficient, secure, and well-organized workflow. Teachers can focus on teaching without being distracted by technical printing issues, while school management can effectively monitor and control printer usage without manual supervision.

  • Monitor printer usage transparently
  • Set usage limits (quotas) for each user or department
  • Prevent waste and maintain operational cost efficiency

Positive Impact for Teachers and Other Users:

For teachers, these changes are reflected in small things that make a big difference:

  • No more long waiting times in front of the printer
  • Each document can be accessed safely and privately
  • Classroom preparation time becomes more efficient

“The printer is easy to use, the results are excellent, and the colors are sharper. The process is also very fast — it only takes a few minutes to print dozens or even hundreds of pages”

Miss Tina – iSmile Teacher

Technology that Supports Learning

The implementation of MFP and EZ Charger at iSmile Preschool serves as a strong example of how technology can seamlessly integrate with educational values.
Through Ricoh’s MFP and EZ Charger solutions, every teacher can now print, scan, and copy documents in a faster, safer, and more integrated way.

The Print Anywhere feature allows teachers to retrieve their printouts from any available machine — a simple convenience that brings a significant impact within a dynamic and modern school environment.

Meanwhile, the EZ Charger system adds an extra layer of security through card-based authentication, ensuring document confidentiality while helping the school manage printer usage more efficiently.

Conclusion

The transformation of printing systems is not only about achieving cost efficiency but also about shaping a new work culture.
For iSmile Preschool, efficiency does not mean cutting corners — it means creating more space for teachers to focus on what truly matters: teaching and engaging with children.

iSmile Preschool stands as proof that innovation does not always come from major changes. Sometimes, simple steps such as adopting MFP and EZ Charger solutions can make a significant difference — bringing balance between operational efficiency and the heartfelt spirit of education.

With the right technology, iSmile demonstrates that a modern school can be a vibrant and creative place, where efficiency and inspiration coexist harmoniously.

17 October 2025

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