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Avoiding Device Failure: How to Reduce Downtime by 80% (or more)

Flo-Tech E-book-Avoiding Device Failure

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Page 1: Flo-Tech E-book-Avoiding Device Failure

Avoiding

Device Failure:

How to Reduce Downtime by 80% (or more)

Page 2: Flo-Tech E-book-Avoiding Device Failure

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Contents

How to Reduce Downtime by 80% (or more)

Avoiding

Device Failure:

1 Introduction

2 Predictive Technology Overview

4 Predictive Service [Part 1]:

The Evolution

8 Predictive Service [Part 2]:

5 Key Benefits to Alert Management System (AMS)

12 Predictive Service [Part 3]:

How To Reduce Downtime by 80% (or more)

14 Predictive Service in Action

17 Summary

19 Your Next Step

20 About Flo-Tech

Page 3: Flo-Tech E-book-Avoiding Device Failure

Let’s face it.When it comes to managing your print service . . . You don’t want downtime.Or to be inconvenienced.

And most of all—you don’t want to keep your customers waiting.

All you want is for your device to work.

But in the normal service environment, when a device breaks,

you call a technician to come and fix it.

You’re reacting to a situation.

And most likely you’ll have to wait for hours—

sometimes days.

That’s because the device isn’t being monitored;

or it’s because there’s no automation involved.

The result?

Everything becomes a fire drill.

An emergency.

And chaos prevails.

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1

Page 4: Flo-Tech E-book-Avoiding Device Failure

A better alternative to the reactive model of

device maintenance and repair is to leverage

today’s technology and use monitoring tools,

data and analytics to be more proactive and

predictive (as opposed to reactive).

Predictive technology is the next

evolution in managed print services.

Predictive technology creates order

out of chaos.

Predictive technology has been around since

the 1960s, when the first missions to the moon

started. NASA needed to monitor its devices

and have redundancies in place; the engineers

wanted to make sure they prevented the

components of their spacecraft from failing.

Over time, predictive technology

spread to other industries

The aerospace industry adopted predictive

technology for jet engines: Jet engines are

monitored so that when a part is going to fail,

the maintenance crew can replace that part

before it does.

Take a look at the medical industry.

The medical industry uses predictive technology

to monitor medical devices day and night.

Can you imagine a medical team—in the middle

of surgery—waiting hours for a service

technician to arrive with parts for a broken

device?

Other industries using predictive technology

include HVAC and automobile manufacturers.

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2

So what’s the solution?

Predictive technology.

Through Flo-Tech’s Predictive

Service, if a device appears to be

failing, a service tech is dispatched

with the proper components to

repair the faulty machine—before

it actually fails. This reduces (or

nearly eliminates) most of the

customer’s downtime and reduces

(or nearly eliminates) the need for

reacting at the last minute.

Page 5: Flo-Tech E-book-Avoiding Device Failure

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3

With this Ebook, you’lldiscover how PredictiveService can benefit yourbusiness by:

• Reducing the need to call the help

desk and create service tickets

• Fixing devices right—the first time

• Reducing emergency calls

• Creating a disruption-free business

• Increasing productivity

• Reducing device downtime by 80%

(or more)

Let’s get moving,

shall we?

Page 6: Flo-Tech E-book-Avoiding Device Failure

does this sound familiar?

you’re on deadline.

you go to use a device.

and sure enough—it fails.

that’s not too surprising, right?

That’s what devices

and copiers do;

they print, jam

and break.

And when a device breaks,

everything becomes a fire drill

Chaos erupts.

Productivity shuts down.

So you call your print service provider, pleading

for immediate help.

The response? You wind up waiting four, maybe

eight hours for a tech to arrive.

Worse—you could wait for days.

This is a reactive service.

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Predictive Service [Part 1]:

4

The Evolution of Predictive Service

Reactive service is the first of

four print management service

levels, culminating in

predictive service:

1. Reactive seRvice:

you call a service provider after

a device fails.

2. PReventative seRvice:

devices are put on a regular

maintenance schedule.

3. aMs (aleRt ManageMent

systeM) seRvice:

devices send service alerts to you.

4. PRedictive seRvice:

service happens before anyone or

any device alerts you.

Page 7: Flo-Tech E-book-Avoiding Device Failure

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1 Reactive service

2 Preventative service

5

Reactive service occurs when you call your

service provider after a device goes down.

What typically happens in a reactive

situation?

• The tech visits the customer and decides

repairs are needed.

• The tech goes back to the office.

• The service provider prepares an estimate

for the customer.

• The customer says yes or no to the repairs.

• Parts get ordered.

• The tech goes back to the customer and

repairs the device.

That’s not an efficient process, is it?

That’s because reactive service is disruptive.

It’s disruptive for the:

• Customer

• Community

• IT team (because they have to supervise

the service provider)

• The customer’s end user

Preventative service occurs when a service

provider comes out to your organization on a

regular schedule, for example once a year.

Technicians perform preventative

maintenance and use the necessary

resources to keep your whole fleet up

and running—whether the devices

need service or not.

A more strategic way to handle preventative

maintenance is through activity-based cleaning.

activity-based cleaning uses page volume

to determine the maintenance schedule.

For instance, if a printer printed X pages before

needing service, every three months a tech gets

dispatched to check those machines that have

printed the same page volume and haven’t had

a service call.

In this case, the maintenance and cleaning are

based on the device’s activity, which is less

disruptive and more effective for the customer.

Think about when a

company with 400 or 500

devices has problems—

it can get chaotic

in seconds!

Page 8: Flo-Tech E-book-Avoiding Device Failure

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3 Alert Management System (AMS) service

6

In the Alert Management System

model, automation enters the

picture.

Instead of looking at the page volume, which

uses a little bit of analytics, AMS looks at the

alerts that the devices are feeding the network

and reacts as quickly as possible to fix any

issues—before the end user experiences

problems.

With AMS, we can detect the maintenance

needed before the machine displays any

problems.

This approach is hyper-reactive because it uses

data and analytics to look for patterns.

Since AMS looks for patterns, paper

jams become more predictable

AMS enables the device to communicate

problems to Flo-Tech’s server. Then, our server

makes the decision about what to do.

If a service call is required, it

automatically creates that call.

In short, AMS:

• Is (somewhat) hyper-reactive

• Eliminates human interaction

• Looks for patterns

• Is not totally predictive, but moves toward a

predictive model

Here’s an example:

Let’s say the maintenance kit light goes on.

Before AMS, people usually ignored the

maintenance kit light until the image quality

was horrible—then it became an emergency.

Eventually, a service call was placed.

Page 9: Flo-Tech E-book-Avoiding Device Failure

Predictive Service takes all of the known

historical device data and projects when a

component or a device is most likely to fail. It

sets thresholds prior to a device breaking down.

Flo-Tech’s Predictive Service evolved out of the

reactive service environment in which a tech

would arrive to an account, service the device,

and then leave.

But because the customer has such a large fleet

of devices, the tech would often get called back

into the customer’s office soon after the service,

requiring service for a different device.

One day, one of our technicians said,

“It’s great knowing which machine is

jamming today, but why don’t you tell

me which machine is going to fail

tomorrow? That way when I’m there, I don’t

have to park and go through security again—

I don’t have to do all the things that

inconvenience the customer.”

That’s when Flo-Tech set out to

develop Predictive Service

Predictive Service looks at the device data and

says, “Okay, we installed this part, which we

know usually lasts about 50,000 pages. By

monitoring the device (or predicting the page

volume trends), we could say this component is

probably going to fail by this date.”

You’ll learn more about Predictive Service and

how it can help your organization reduce

downtime by 80% (or more) in Part 3.

But before we dive into the world of predictive

technology, it’s important to take a closer look

at how AMS works and how it helped shape

Predictive Service; that’s coming up in Part 2,

5 Key Benefits of Alert Management System.

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4 Predictive Service

7

We developed Predictive Service so we can dispatch a

technician who is properly trained, has the right parts

and has time to fix a device—before it ever fails.

Page 10: Flo-Tech E-book-Avoiding Device Failure

Devices today are capable of reporting all kinds

of information.

For instance, let’s say you’re low on paper or

toner.

Or perhaps there’s a paper jam or some kind of

error code.

If you were to turn on alerts for a single device,

throughout one day you could potentially

receive 10–50 (or even more) notifications from

that device telling you what its status is.

Can you imagine how quickly you would

become inundated with alerts?

You’d soon shut them off, right?

And that’s what customers tend to do.

So when a customer calls us, we ask them:

“Have you turned on your HP Web Jetadmin

alerts?”

Many of them say, “Yes, we did—but we

turned them off within an hour because

the alerts were overpowering us.”

With all those alerts happening, customers feel

like they’re drinking from a fire hose!

But there is a way out.

AMS is a platform that can be used to remotely

monitor a customer’s printing and imaging fleet.

It’s designed to recognize the failure of a device

and react faster than end users.

AMS is also designed to tie seemingly

unassociated events together (e.g., error

patterns) and thereby predict some device

failures, such as paper jams.

The most important thing to

remember about AMS is that it’s

truly machine-to-machine

communication—there is no human

involvement. It does everything in an

automated fashion; that means a service tech

can be dispatched without any human

intervention.

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8

5 Key Benefits of AlertManagement System (AMS)

Predictive Service [Part 2]:

I’m drowningin alerts

over here!!

alert Management system (aMs)

t h e s o l u t i o n ?Can you imagine turning on alerts for a fleet

of 100 devices (or even 1,000 devices)?

Page 11: Flo-Tech E-book-Avoiding Device Failure

1. Email alerts

With AMS, you can set up your network devices

to send all email alerts to the AMS server via

email. That means it’s highly efficient and

doesn’t require a lot of bandwidth on the

customer’s network. In fact, AMS receives

500,000 emails a month from customer devices,

generating over six million data points a year for

fact gathering.

The easiest item is an email notification.

With AMS, we’re able to email the customer

with a message saying, “Hi, Joe. The printer on

the fourth floor in Conference Room B is

running low on toner. You can change it now.”

The best part about email alerts?

They are customizable—right down

to the level of the serial number of

any device.

So whenever the CEO’s office says that its

machine is jammed, AMS is flexible enough to

send an email every time that machine jams.

Again, in this instance, we’re not

servicing the device, we’re just

notifying the customer.

2. Dispatch technicians

Whenever an alert occurs, AMS can dispatch a

technician—24/7.

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9

let’s go behind the scenes and look at the five key benefits

of aleRt ManageMent systeM (aMs)

When alerts are received at the AMS server,

many action items can be accomplished.

Once AMS sees an alert, it creates a

call in our system automatically—

saving customers time and money.

Page 12: Flo-Tech E-book-Avoiding Device Failure

3. Watch List

The next thing AMS can do is to put a device on

the Watch List.

For example, take the classic paper jam.

The Watch List is unique in that most customer

environments have multiple people printing to a

network printer.

Imagine there are five people associated with a

particular device. And over a couple of days,

each of those five people experiences a paper

jam—but no one places a service call for repairs.

With AMS, each paper jam is

recorded. Because of the first paper

jam, the device is put on the Watch

List. On the third instance of error,

AMS automatically creates a ticket so

that anyone can investigate the paper

path issues within that device.

4. Dashboards

AMS dashboards give us visual displays that

show the performance of specific devices.

For instance, let’s say a customer wants to see

all the devices that are in the “low toner” state.

5. Database (reports)

All alerts go into the AMS database, and those

alerts are used for analytics and statistics.

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10

By looking at the dashboard, we

can instantly tell which devices

need servicing; yellow would

highlight a device that had been in

a low toner state for longer than an

hour; red would indicate that a

device had been in a low toner

state for more than three hours.

Page 13: Flo-Tech E-book-Avoiding Device Failure

Here’s a typical scenario

without AMS:

Imagine there’s a maintenance kit alert and the

customer doesn’t replace the maintenance kit.

(The customer didn’t pay attention to the

alarm.)

Eventually, the customer has an image quality

problem.

So the customer calls the service provider and

says, “We have an image quality problem.”

The service provider sends a technician.

The tech will get there at some point in time—

it could be upwards of eight hours.

When the tech arrives on-site, the tech may—

or may not—have the necessary parts on hand

to fix the device right the first time. If the tech

doesn’t fix the device right the first time, the

tech has to go back again—and the device is

still down.

The same scenario

with AMS

With AMS, a service call is created before the

event even happens. Because we’re monitoring

the maintenance kit, we’ve prevented the

image quality from ever getting out of hand

because we already sent the technician out.

In most cases, the only downtime

the customer sees is the actual

repair time—an industry average of

one hour.

• Creates a “closed loop” communication

system, reducing chaos

• Reduces printer support requirements

• Creates service tickets automatically

• Reduces the volume of help desk calls

• Reduces labor, overhead and personnel costs

• Bypasses people and reduces the time

needed to correct problems

• Alerts clients through email

• Improves device availability and customer

productivity through Watch Lists

• Fixes problems the first time—techs arrive

with the right parts

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11

Two scenarios: without AMS and with AMS

alert Management system (aMs):

s u M M a R y

Now that we’ve explored reactive, preventative and

AMS services, are you ready to explore the next evolution

in managed print services . . . Predictive Service?

Page 14: Flo-Tech E-book-Avoiding Device Failure

As soon as a jet engine starts, all kinds of data

are monitored.

By monitoring various types of data, an airline

carrier can optimize the performance of its

jetliners.

On the other hand, if an airplane is sitting on

the ground—needing repairs—that airline

carrier is losing money.

To reduce downtime, airline carriers

leverage predictive technology

If problems are detected that could cause a

component to fail in the very near future,

predictive technology tells the airline

carrier to schedule and dispatch a

maintenance person before the

plane lands.

When the plane lands, the

tech is already at the

gate with the right parts,

making the necessary

component repair proactively—

getting that jetliner back up in the

air as soon as possible.

What is Predictive Service?

Predictive Service takes real-time historical data

along with device information and predicts

when a device component (or something else)

will fail.

Flo-Tech’s extensive service

experience lets us understand

failure rates like:

• On average, how often a particular

make/model will require service

(e.g., every 40,000 pages)

• On average, how long certain assemblies

within a make/model will last (this is

referred to as the assembly’s yield;

e.g., the fuser lasts 90,000 pages)

Knowing these things along with

the service history of a specific

unit allows Flo-Tech to build a

formulaic approach to

determining when service will

most likely be needed (e.g., the

percent likelihood of failure based on

known failure rates and print volume).

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How to Reduce Device Downtimeby 80% (or more)

12

Predictive Service [Part 3]:

Imagine.

A jet engine component fails at 30,000 feet.

Or a CEO’s printer fails.

Either way, the event is a crisis.

A crisis easily eliminated by using Predictive Service.

Predictive Service also

allows Flo-Tech to dispatch

a service technician to

resolve the issue—before

the device fails.

Page 15: Flo-Tech E-book-Avoiding Device Failure

Here’s a good way to

think about

Predictive Service

The average copier has

anywhere from 100–200

counters in it.

Think of a counter as a gas

gauge.

These gas gauges can

register “full” and “empty.”

Now, take those hundreds of

counters and multiply them by

the number of devices you’re monitoring, and

you’ll get into the tens of thousands quickly;

that’s because you’re looking at so much

information—an impossible task.

What we’re doing with Predictive Service is

looking at all those gas gauges with

computers—not people.

Predictive Service is about

learning patterns

Take a component like the swing plate.

HP doesn’t publish a yield saying the

swing plate needs to be replaced every

million pages, but Predictive Service

discovers that yield over time. That

component is then added to the device’s

profile of what gets replaced.

So this principle can be applied to a

component that doesn’t even have a

counter; that’s because we know from history

that the average swing plate is going to last one

million pages.

Predictive Service then goes to the

next level

We know which inventory items the device

needs, based on the device’s history.

Does it need:

• A fuser?

• A transfer roller?

• A swing plate?

• A combination of components?

Predictive Service is able to look into a

technician’s real-time parts inventory to see if

that tech has the components needed to make

that repair.

So Predictive Service is not creating another

activity—it’s making sure that the tech has all

the right qualifications and parts when arriving

at the customer’s office.

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13

Predictive Service can tell when you’re

going to reach empty based on how

much you’re “driving” or, in this case,

how much you’re printing.

In short, Predictive Service gives us detailed

specifics so the device is fixed right—the first time.

Page 16: Flo-Tech E-book-Avoiding Device Failure

Let’s say there are two

identical devices that

have the same model

number with the same

manufacturer-stated yields.

One device is in a law firm

where they use heavy and

thick paper, which would

wear more heavily on the

device; the other model is

in a human resource

department using regular

copy paper.

Predictive Service has the

intelligence to know that the

device with the heavy paper

will break more often,

because that paper wears

down the components faster

than in the scenario with the

HR department using regular

copy paper.

Over time, Predictive Service sees the

differences in performance and will

adjust accordingly on an ongoing basis.

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Predictive Service in Action

14

Here’s a graph visualizing Predictive Service.

Page 17: Flo-Tech E-book-Avoiding Device Failure

Imagine three users all using one

group printer.

Mary printed to the group printer and had a

jam.

She removed her jam, finished her job and

walked away without placing a service call. She

didn’t think anything of it because copiers copy,

print and jam.

Joe did the same thing an hour later, and Fred

did the same thing the next day.

No one’s connecting the dots and saying, “Hey,

something’s starting to fail in this device.”

Predictive Service, on the other hand,

knows how many pages a device is

running per day. It knows what

components need to be replaced and

at what intervals.

Predictive Service equates that to how many

days we’re estimating before that component

fails and making sure that the tech notices it

and schedules a service call—prior to the

estimated failure date.

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How is Predictive Service different from AMS?

15

AMS connects those dots, notices a

pattern and generates a service call while

dispatching a technician.

Page 18: Flo-Tech E-book-Avoiding Device Failure

Response time

WITHOuT Predictive Service

You’re in the office.

Your boss says, “I need seven copies collated

and stapled.”

You press print and your device displays an error

code—and you can’t fix it.

So you call the help desk, place a call to the

service provider and wait for your technician to

respond, based on your contract’s SLA (service

level agreement) response time.

We’ll use a typical four-hour response time for

this example.

The device failed at 9:00 a.m., and that’s when

you placed the service call.

The technician arrives at 1:00 p.m.

When the tech arrives, the tech

might—or might not—have the parts

needed to repair the device.

After working on it for one hour, the tech has

fixed the device, and you’re back up and

running.

Your downtime?

Five hours.

Response time

WITH Predictive Service

Looking at the Predictive Service application,

the tech notices that a device has a component

that is likely to fail within the next few days.

The tech then services that device before it

goes down.

The downtime for that device?

One hour.

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16

The difference between five

hours’ downtime and one hour

of downtime?

80 percent.

Page 19: Flo-Tech E-book-Avoiding Device Failure

Here are several key benefits that can

be realized when your organization

uses Predictive Service:

• Devices rarely go down without warning

• Downtime is minimized to repair time only

• Emergency calls are avoided

• Devices are fixed the first time the tech

arrives—avoiding unnecessary follow-ups

• Service calls can be group-scheduled based

on location, saving time

• Devices needing service match the

company’s criteria and goals—not what the

tech thinks

• Overall customer involvement is reduced by

(up to) 40 percent

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Summary

17

With Predictive Service, your company runs more

efficiently and with fewer disruptions.

Page 20: Flo-Tech E-book-Avoiding Device Failure

We covered a lot of ground in this

Ebook, didn’t we?

We reviewed four managed print

service models:

1. Reactive

2. Preventative

3. Alert Management System

4. Predictive

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Conclusion

181. We saw how Reactive Service decreases device uptime. That’s because the customer

calls at the moment a device fails. The result? A four-to-six-hour on-site wait time.

2. Preventative Service, the second model, minimizes downtime and disruption to an

organization (and its community). The goal of preventative service is to keep devices

operating at peak performance. It uses activity-based cleaning, which is based on page

volumes, industry thresholds, and Flo-Tech’s knowledge base of the device’s service history.

3. In the third model, Alert Management System (AMS), we discovered how AMS

is the platform for remote monitoring. AMS reacts faster than end users can react, and

predicts some device failures based on error patterns. We also learned that AMS

automatically creates service calls and dispatches a technician, eliminating human

interaction.

4. Finally, we learned how Predictive Service anticipates device failures and prevents

(or significantly minimizes) downtime for the customer. For example, we saw how

Predictive Service reduces downtime by 80 percent. We also learned how Predictive

Service monitors thousands of devices and assemblies and individually estimates the days

until the devices reach the point of failure.

Page 21: Flo-Tech E-book-Avoiding Device Failure

Today’s competitive landscape drives

organizations to look for creative ways to reduce

expenses and do more with less.

Flo-Tech is driving innovations in

managed print service (MPS) delivery

that reduce costs, reduce support

requirements and reduce downtime.

Together we can develop the right MPS

implementation strategy for you.

To assess your needs, request a free

(no-obligation) print management consultation

by calling us at 800-213-1112.

Or you can download our

Managed Print services

assessment Process.

Begin learning about our managed print

services assessment process, including the:

1. Assessment and Analysis

2. Discovery Process and Findings

3. Implementation

4. Ongoing Management

The Flo-Tech team is ready to answer your

questions.

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Your Next Step

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subscribe to flo-tech’s blog

When you receive Flo-Tech’s blog updates, you and more than 3,200 other smart CIOs will

get the latest managed print service articles delivered right to your inbox.

Start discovering:

• How to manage your print costs (even on a tight budget)

• Why optimizing your work flow is easier than you think

• How to secure your print environment

• And more

to subscribe, go to http://blog.flotech.net and enter your email address in the box.

Page 22: Flo-Tech E-book-Avoiding Device Failure

We’re experts at printing, imaging and

document-driven processes—experts with over

20 years of experience assessing, managing,

servicing and supporting printing and imaging

fleets of all sizes and varying levels of

complexity.

Our proven expertise in providing services and

related software solutions can help you

overcome printing challenges and improve

performance, so you can succeed in today’s

competitive landscape.

Because we are pioneers in the managed print

services industry, you can rely on Flo-Tech’s

skills, knowledge and experience to support

your print environment and provide a

comprehensive, strategic approach to making

your business and document processes more

efficient.

Our Managed Print Services include:

• Cost and productivity assessments

• Printing and imaging fleet management and

ongoing optimization with regular

performance reviews

• Automating support and simplifying

processes to reduce administration costs

• Meeting environmental improvement

objectives

• The latest technology solutions and

deployment to enhance information

security, workflow and productivity

• Service level agreements, Predictive Service

and proactive support options to improve

fleet performance

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Our mission throughout our client relationships is to continually look

for ways to reduce overall expenses and increase productivity.

Why choose Flo-Tech?

Pick a trusted partner, not a Vendor:

� Analytical Resource

� Comprehensive Enterprise Solutions

� Innovative & Flexible

� High Quality Service: Proactive & Predictive

� Award-winning, Patented Technology

� Flo-Tech Connect: Customer Portal

� Flexible Hardware Solutions—Freedom Plan

� Cartridge Remanufacturer: 10 patents

About Flo-Tech

Page 23: Flo-Tech E-book-Avoiding Device Failure

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A Few of Our Clients

21

contact us:

[email protected]

• 800-213-1112

• 699 Middle Street, Middletown CT 06457

• www.flotech.net

©2015 FLO-TECH LLC, ALL RIGHTS RESERVED

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