Sharp NZ Technology Glossary

Understanding Workplace Technology Terms

Technology decisions can involve complex terminology, from managed print and document workflows to cybersecurity, cloud platforms, and digital transformation.

The Sharp NZ Technology Glossary provides clear, practical definitions for the workplace technology terms organisations need to understand when evaluating solutions, improving security, reducing costs, and creating more efficient ways of working.

Whether you are an IT manager, procurement professional, business owner, or technology decision-maker, this glossary helps explain the technologies shaping modern New Zealand workplaces.

Managed Print & Document Technology

Managed Print Services (MPS)

Managed Print Services (MPS) is a structured approach to managing an organisation’s complete print environment, including devices, users, workflows, consumables, costs, and ongoing support.

Unlike traditional printer ownership, where businesses manage issues reactively, MPS provides proactive monitoring, predictable costs, improved security, and continuous optimisation of the print environment.

Related terms: Print Fleet Management, Print Optimisation, Total Cost of Ownership, Print Governance

Multifunction Printer (MFP)

A Multifunction Printer (MFP) is a workplace device that combines multiple functions into a single system, typically including printing, scanning, copying, and document workflow capabilities.

MFPs range from compact A4 desktop devices designed for small teams through to high-volume A3 systems and light production devices designed for demanding business environments.

Related terms: A3 MFP, A4 Printer, Digital Workflow, Document Management

A4 Printer

An A4 printer is a compact printing device designed primarily for everyday office printing requirements.

A4 printers are commonly used by individuals, small teams, and departments requiring efficient document printing without the larger footprint of an A3 multifunction device.

Related terms: Desktop Printer, Office Printing, Print Fleet

A3 Multifunction Printer

An A3 multifunction printer is a larger workplace device designed to support higher print volumes and larger document formats.

A3 MFPs typically provide advanced printing, scanning, copying, finishing, authentication, and workflow capabilities for medium to large organisations.

Related terms: MFP, Secure Print, Workflow Automation

Light Production Printer

A light production printer is a high-performance print system designed for organisations producing large volumes of professional-quality documents internally.

Common applications include marketing materials, property brochures, training documents, customer communications, and internal publications.

Light production systems provide faster speeds, improved colour accuracy, advanced finishing options, and greater reliability compared with standard office printers.

Related terms: Production Printing, High-Volume Printing, Professional Print

Print Fleet

A print fleet refers to the complete collection of printers, multifunction devices, and production systems used across an organisation.

Managing a print fleet involves understanding device usage, location, costs, security settings, and user requirements to ensure technology investment aligns with business needs.

Related terms: Fleet Optimisation, Managed Print Services, Print Governance

Print Governance

Print governance refers to the policies, controls, and processes organisations use to manage printing effectively.

This includes controlling who can print, what can be printed, where documents are produced, and how printing costs and security risks are managed.

Related terms: Print Rules, Secure Print, Cost Control

Print Security & Compliance

Secure Print Release (Pull Printing)

Secure Print Release, also known as Pull Printing, is a security workflow where documents are held securely in a print queue until an authorised user authenticates at the device.

This prevents confidential documents from being left unattended in printer output trays and helps organisations improve document security and support privacy obligations.

Common authentication methods include PIN codes, access cards, and existing workplace credentials.

Related terms: Print Authentication, Document Security, Privacy Act 2020

Print Authentication

Print authentication requires users to verify their identity before accessing printed documents.

Authentication helps organisations control access to sensitive information, improve accountability, and understand printing behaviour.

Related terms: Secure Print Release, Microsoft Entra ID, User Authentication

Device Hardening

Device hardening involves configuring technology devices with security controls designed to reduce vulnerabilities and protect against unauthorised access.

For multifunction printers, this may include secure settings, access controls, firmware protection, encryption, and disabling unnecessary services.

Related terms: Cybersecurity, Endpoint Security, Firmware Security

Firmware Security

Firmware security refers to protecting the software embedded within technology devices that controls their operation.

Regular firmware updates and security protections help reduce vulnerabilities and protect connected workplace devices from emerging threats.

Related terms: Device Security, Vulnerability Management

Bitdefender® Antimalware

Bitdefender® Antimalware provides an additional layer of protection for compatible multifunction printers by helping detect and prevent malware threats.

As printers become connected network devices, integrated security controls help protect against vulnerabilities and reduce the risk of printers becoming an entry point into business networks.

Related terms: Endpoint Security, Network Security, Printer Security

Microsoft Entra ID

Microsoft Entra ID is Microsoft’s cloud-based identity and access management platform, previously known as Azure Active Directory.

Integrating workplace devices with Entra ID enables users to authenticate using existing organisational credentials, improving security and reducing reliance on shared logins.

Related terms: Identity Management, Authentication, Cloud Security

Document Management & Digital Workflows

Scan Workflow

A scan workflow is an automated process that captures physical documents and converts them into digital information that can be stored, shared, or processed.

Modern scan workflows can route documents directly into platforms such as Microsoft SharePoint, OneDrive, and document management systems.

Related terms: Document Capture, Digital Transformation, Workflow Automation

Document Management System (DMS)

A Document Management System is a platform used to securely store, organise, manage, and retrieve digital documents.

Document management improves information accessibility, reduces reliance on paper records, and helps organisations manage documents throughout their lifecycle.

Related terms: Digital Documents, Workflow Automation, Information Management

OCR (Optical Character Recognition)

Optical Character Recognition (OCR) is technology that converts scanned images of text into searchable and editable digital information.

OCR helps organisations extract information from paper documents and automate document processing workflows.

Related terms: Document Capture, Automation, Digital Workflow

Workflow Automation

Workflow automation uses technology to reduce manual tasks by automatically moving information through predefined processes.

Examples include automatically routing scanned documents, approving invoices, managing forms, and integrating business systems.

Related terms: Digital Transformation, Business Process Automation

Workplace Technology & Digital Transformation

Digital Transformation

Digital transformation is the process of using technology to improve business operations, customer experiences, and workplace efficiency.

It may include cloud services, automation, digital workflows, collaboration tools, cybersecurity improvements, and smarter technology management.

Related terms: Automation, Digital Workplace, Cloud Technology

Digital Workplace

A digital workplace is an environment where employees use connected technologies to communicate, collaborate, access information, and complete work efficiently.

Modern digital workplaces combine hardware, software, cloud platforms, and security technologies.

Related terms: Hybrid Workplace, Collaboration Technology

Interactive Display

An interactive display is a large touchscreen display designed for collaboration, communication, presentations, and interactive learning.

Interactive displays are commonly used in education, corporate meeting rooms, training environments, and collaborative workplaces.

Related terms: Collaboration Technology, Visual Solutions

Cloud & Connectivity Terms

Cloud Printing

Cloud printing allows users to send print jobs through cloud-based services rather than relying solely on traditional local print servers.

Cloud printing supports modern workplaces with distributed teams, remote workers, and flexible working environments.

Related terms: Cloud Technology, Hybrid Workplace

Software as a Service (SaaS)

Software as a Service (SaaS) refers to software applications delivered through the cloud rather than installed locally on individual computers.

SaaS solutions typically provide subscription-based access, automatic updates, and scalable deployment.

Related terms: Cloud Computing, Digital Transformation

Business & Procurement Terms

Total Cost of Ownership (TCO)

Total Cost of Ownership (TCO) represents the complete cost of purchasing, operating, maintaining, and replacing a technology solution throughout its lifecycle.

For workplace printing, TCO includes hardware costs, consumables, service, support, energy usage, and internal administration time.

Understanding TCO helps organisations make technology decisions based on long-term value rather than upfront price alone.

Related terms: ROI, Cost Optimisation, Managed Print Services

Return on Investment (ROI)

Return on Investment (ROI) measures the financial benefit gained from an investment compared with its cost.

Technology ROI may include reduced operational costs, improved productivity, increased security, and reduced administrative workload.

Related terms: TCO, Business Case, Cost Reduction

CAPEX (Capital Expenditure)

CAPEX refers to upfront spending on assets such as technology equipment.

Traditional hardware purchases are often considered CAPEX investments.

Related terms: OPEX, Leasing, Technology Investment

OPEX (Operational Expenditure)

OPEX refers to ongoing operational costs associated with running a business service or technology solution.

Managed technology services often convert unpredictable costs into predictable operational expenses.

Related terms: CAPEX, Managed Services, Subscription Model

Sharp NZ Managed Print Optimisation Framework

180-Day Managed Print Optimisation Framework

The 180-Day Managed Print Optimisation Framework is Sharp NZ’s structured approach to improving an organisation’s print environment.

The framework follows three stages:

Stabilisation

• Identify security risks
• Understand current environment
• Remove immediate inefficiencies

Optimisation

• Improve workflows
• Reduce unnecessary printing
• Standardise device management

Transformation

• Introduce automation
• Integrate digital workflows
• Create long-term technology strategy

The framework helps organisations identify measurable improvements within the first 30–90 days while establishing sustainable print management practices.