No personal data is collected with the Data Collection Agent.

Managed Print Services software collects printer and copier information using the Data Collection Agent (DCA). Information collected by the DCA like page counts, device description and status of the device are stored in its memory.

No personal or user data is collected with the DCA.

It is a software application that is installed on a networked computer running Windows Server/XP or higher; it does not require a dedicated computer. The DCA runs as a Windows service, which allows it to reliably operate 24 hours a day, 7 days a week. You can customize the transmission interval to determine how often the DCA will perform a device discovery. After each discovery, the collected data will be sent to the Copeco secure web server.

The DCA uses one-way communication but two-way communication can be activated for automatic updates. The collected data is sent via port 443, SSL 128 bit encryption to the secure Copeco web server. The DCA collects device data using SNMP (Simple Network Management Protocol), ICMP (Internet Control Message Protocol), and HTTP (Hypertext Transfer Protocol).

The DCA gathers printer metric data at regular intervals from printer and MFP devices on the network. A unique feature is that data can also be collected on some devices connected to external print servers, however only one device per external print server can be detected, regardless of the number of ports.

Another unique feature the DCA has is an Intelligent Update option that allows an administrator from Copeco to post actions, such as DCA software updates or configuration changes on the Copeco server for the DCA to receive. This is one way Copeco lets you make sure your machines are up-to-date and have the best technology possible. The Intelligent Update option is enabled and disabled at the end user location.

Types Of Information Collected

The DCA attempts to collect the following information from printing devices during a network scan:

  • IP Address (can be masked)
  • Device Description
  • Serial Number
  • Meter reads
  • Monochrome or Color ID
  • LCD reading
  • Device Status
  • Error Codes
  • Toner Levels
  • Toner Cartridge Serial No.
  • Maintenance Kit Levels
  • Non-toner supply levels
  • Asset Number
  • Location
  • MAC address
  • Manufacturer
  • Firmware
  • Misc. (Machine Specific)

No Print Job or User Data is Collected

Network Traffic

The network traffic created by the Data Collection Agent is minimal, and will vary depending on the number of IP addresses being scanned. The table compares the network load associated with the DCA to the network load associated with loading a single standard webpage.

Managed Print Services Data Collector Agent Is In Compliance With HIPAA, Sarbanes Oxley, FISMA And GLBA

The use of Managed Print Services software applications will not interfere with the Sarbanes-Oxley Act because it is not intended to be used a part of an internal control structure as outlined in section 404: Management. Assessment of Internal Controls and will not clash with these controls. Under this Act, corporate executives become responsible for establishing, evaluating, and monitoring the effectiveness of internal control over their company’s financial reporting. There are IT systems designed specifically for meeting these objectives. Managed Print Services software is not designed as an IT control system and will not interfere or put at risk other systems intended for that purpose.