Is your business still bleeding cash due to printing waste? You are not alone. Even in our digital age, most companies consider print a daily, costly necessity 100% of the time.
The good news is that modern print management programs offer enterprises an alternative to this. They enable businesses to see exactly who is printing what, when, and where. As a result, organizations drastically reduce paper costs. They also minimize sensitive data leaks and streamline operations.
Today, in addition to providing usage reports, the best printing solutions streamline workflows. Moreover, they reduce waste, enhance security, and help meet green goals — all without disrupting end users.
The question is not whether to implement software, but which program will deliver the greatest return.
In this blog, we’ll cover precisely why print management is so vital in today’s workplaces. You will also learn about the key features customers benefit from in technology.
What Is Print Management?
Getting a grip on business print management is about more than just printer management. It’s about controlling one of your highest business operational costs. Today, the process revolutionises how organisations manage their entire document-creation ecosystem.
Print management is an all-encompassing process. It oversees, logs, and streamlines your entire printing and copying infrastructure. This results in workflow optimisation and cost reduction. It couples specialised software with professional outsourced support services to provide comprehensive control. You also gain visibility into your printing environment.
This system integrates all your printing devices using a single software solution. It will be either on-premises or in the cloud. This allows you to:
1. Monitoring and Analytics– Keeps track of device activity, consumables, volume of printing, and printing trends. It also provides detailed usage statistics. This may include the number of pages printed, colour vs. black-and-white, and duplex printing. You will also receive a cost analysis by department or individual.
2. Policy Enforcement – Enables administrators to establish policies that automatically modulate printing behaviour. Possible policies include mandatory double-sided printing, colour output, or document volume constraints, and authentication for document release.
3. Device Management– Provides remote device management, including troubleshooting, configuration, and firmware updates. You will also receive remote controls that allow the user to issue commands directly from the central office.
4. Supply Management– Provides automatic monitoring and reordering of paper and ink supplies. This is all while avoiding surprises and emergency deliveries.
5. Security Controls– Provides enhanced authentication to ensure that jobs do not remain in the printer unclaimed. This is all while the sensitive data is accessed only by authorised staff.
Why Print Management Is Essential For Modern Businesses?
Digital transformation in printing hasn’t eradicated paper. It has amplified the challenge of managing a versatile print infrastructure. Businesses require robust office printing solutions that provide agile access and strong security. They also seek cost control amid increasingly complex hybrid work arrangements.
According to SNS Insider, the global print management software market is projected to reach $7.72 billion by 2033, with a 13.97% CAGR. This underscores that organisations across all sectors recognise printing as a vital business process.
1. Hidden Costs Drain Your Budget
As per the Environmental Protection Agency (EPA), the average employee uses 10,000 pages of paper per year, of which 17% is wasted. The cost of such waste is $ 1,200 per employee per year. For a 100-person company, that is $120,000. Magazine/document-related costs account for 5-15% of all business expenditure.
2. Security Vulnerabilities Expose Your Data
When connected to your network, your multifunction printers scan, store, and process sensitive information. Also, they are creating opportunities for cybercriminals. Security researchers accessed 27,883 printers worldwide using basic exploits last year.
Possible threats include:
• Unauthorised access via weak passwords
• Physical threats from documents overlooked in trays
• Malware infects the device through unpatched firmware
• Insider threats, such as misprinted documents
• Network threats that provide cybercriminals with system-wide access.
Potential losses are data exposure, compliance issues (HIPAA, PCI DSS, GLBA, FERPA), operational issues, and reputational impacts.
3. Hybrid Work Demands Flexible Solutions
Remote workforces pose a 3D printing dilemma. How do your employees print from anywhere while you keep control of budgets, security, and compliance? Conventional office printing solutions are built for centrally located, office-centric workforces. They don’t support a widely distributed workforce.
4. IT Resources Get Wasted
Your IT team shouldn’t need to stop working on a paper jam, replacing toner, or help diagnose an odd printing issue. Managing a diverse printer fleet with various support contracts is becoming increasingly complex.
5. Environmental Impact
Paper manufacturing contributes to deforestation. Printing consumes significant energy, and improper disposal generates waste. The use of petroleum-based inks leads to substantial volatile organic compound (VOC) emissions to the atmosphere. Without controls, organisations waste resources and undermine sustainability efforts.
Key Benefits Of Print Management
Businesses realize dynamic benefits by deploying effective print solutions. They often go well beyond the obvious advantage of reducing cost. Excellent print management solutions deliver operational efficiency and enhanced security. Also, enterprises gain a better understanding of their business.
1. Cost Reduction
Recent studies from International Data Corporation indicate that business print management can reduce printing costs by up to 30% through controls. It also reduces waste and optimises device use. Monetary savings are achieved by:
• Removing unnecessary devices
• Reducing supply costs through bulk buying
• Minimizing paper waste by implementing compulsory double-sided printing
• Reducing excessive colour printing
• Choosing the correct device location.
2. Enhanced Security and Compliance
Secure print release only prints your document once you scan your ID, enter a PIN, or use a biometric scanner at the printer. Other facilities include:
• Encryption
• User authentication
• Audit trails of every print job
• Access controls
• Permission and authorization levels
• Automatic data deletion
• Firmware updates
These controls ensure compliance with HIPAA, PCI DSS, GLBA, and FERPA.
3. Reduced Waste and Environmental Benefits
Rules-based printing policies enable double-sided, black-and-white, and draft-quality printing. Print quotas help users and departments avoid printing excess pages. A large company cut its device fleet by 55% while improving its sustainability performance.
4. Minimised Downtime
Remote monitoring keeps your device running smoothly and alerts you to any issues before they affect your work. Proactive maintenance identifies maintenance needs before malfunctions occur. Automated supply management ensures toner and paper are delivered before they run out.
5. Complete Visibility and Control
Dashboards for centralised print management enable you to oversee printing queues and device failures. It also displays states in real time across your entire fleet. Trace analytics can include:
• Total pages printed
• Color vs. black-and-white printing
• Duplex printing
• Daily peak-hour usage
• Cost per page
• For document types of scanned or faxed items.
6. Improved Accountability
Monitoring every print job with user identification makes users more aware of their printing and scanning behaviour. A full audit trail provides accountability and enables you to monitor activity. Also, it helps you identify unauthorised use and security-related incidents.
7. Support for Mobile and Hybrid Work
Today’s print management software provides for printing from any device: desktop, laptop, tablet, or smartphone. Staff can send jobs from anywhere and swipe to complete printing at any printer on the network. Cloud-hosted centralised print control for multiple locations.
How Print Management Improves Business Efficiency?
Automated print workflows turn your printing cost centre into a strategic service. It boosts efficiency across your whole organisation. See how efficient print management results in real operational gains.
1. Optimised Device Deployment
Print management software precisely tracks how your business service is used on the device. Device utilisation reports provide your business with:
• Monthly total print volume
• By location
• Usage trends
• Peak location
• Printer ageing
• Device wear and tear
Fleet optimisation can deliver more than a 50% reduction in the number of devices in your business without affecting existing service levels.
2. Automated Supply Management
The system remotely monitors toner and paper levels. When replacements are needed, they are automatically sent to your location on time. No more rush trips to stock up, no more halting work, no more accumulating inventory, no more wrong part orders.
3. Streamlined Workflows
Allows employees to print from any device using a simple, single, unified user interface that lists all printers, queues, and device status. The application’s Intelligent Print Policy automatically directs jobs to the most suitable device. Pull Printing allows employees to submit documents to a print queue and then release them at any printer by authenticating at the device.
4. Proactive Maintenance
The system monitors statistics such as the number of pages (total and monthly average), error rates, and parts wear. When devices begin to perform poorly, technicians automatically schedule preventive maintenance to prevent malfunctions. Many problems can be diagnosed remotely.
5. Data-Driven Decision Making
Quarterly or biannual business reviews can include:
• Service call history to identify reliability issues
• Supply purchase overviews to track cost trends
• Device usage analyses to identify opportunities to consolidate devices
• Volume reports to monitor potential shifts in printing habits
• ROI figures illustrating dollar savings.
Managed Print Services Vs Traditional Printing
Deciding between managed print services and traditional print management comes down to how you manage your print infrastructure. The distinctions are important and can help you choose the appropriate print services for small or large businesses.
|
Aspect |
Traditional Printing |
Managed Print Services |
|
Management approach |
Reactive—fix problems after they occur |
Proactive—monitoring prevents issues before they impact productivity |
|
Responsibility |
Your IT staff handles maintenance, supplies, troubleshooting, and repairs. |
The external provider manages all aspects of your print infrastructure. |
|
Cost visibility |
Limited insight into total costs and usage patterns |
Comprehensive analytics show exactly where money goes |
|
Equipment decisions |
Ad-hoc purchases based on immediate needs |
Strategic fleet planning aligned with business goals |
|
Security |
Basic measures, devices often unpatched |
Enterprise-grade security protocols, regular updates, and continuous monitoring |
|
Supply management |
Manual ordering when supplies run out |
Automated monitoring ensures supplies arrive before depletion |
|
Maintenance |
Break-fix model with on-site visits |
Remote diagnostics and preventative maintenance |
What Managed Print Services Include?
Print management solutions deliver end-to-end managed print services. They encompass everything from initial assessment and infrastructure design to hardware installation and software deployment. Their holistic approach includes the following:
• Proactive maintenance
• Robust security protocols
• Ongoing optimization
They ensure your print environment remains efficient and secure.
ROI of Managed Print Services
Cost-cutting is the primary objective for 78% of companies implementing Managed Print Services (MPS), as per Quocirca’s Global Print 2025 Report. Approximately 60% of companies using MPS have realised the cost-saving benefits they sought. Companies that implement MPS initiatives typically reduce print-related costs by up to 30%. Also, they increase worker productivity.
Industries That Benefit Most From Print Management
Print management offers benefits across industries. However, some industries derive greater value. This is due to the complexity of their business practices and requirements. Industry-specific problems require industry-specific solutions.
1. Healthcare
A 1500-bed hospital spends over 3.8 million/year on printing. Print management reduces printing expenses by 20-30%. This is while providing the HIPAA-compliant controls for secure print release, audit trail, and mobile printing.
2. Legal
Law firms utilize up to 3% of revenue for printing. Secure print management supplies privileged-communication security. They also provide version control and allow for client-specific cost accounting. They are known for providing the audit trail needed for compliance and discovery.
3. Education
The average school documents over 2000 sheets per day. Timed by 1000s of users with granular permissions, print management services support student quotas, remote print servers, pay-per-print facilities, and the privacy requirements of FERPA.
4. Finance
Banking accounts for 14% of paper use across all office functions. Print management services guarantee compliance with PCI DSS, GLBA, and SOX. This is all while securing financial accounts, controlling high-volume costs, and tightening rules across numerous branch offices.
5. Manufacturing
Just 8% of manufacturing firms have eliminated paper. Unified printing management standardizes user access, ensures manufacturing materials are available, reduces multi-site costs, and enables barcode and label printing.
6. Retail
With 96% of procurement officers demanding cost-effective purchasing, standardized rules support multi-site printing. They also reduce desktop hardware support, spawn POS document printing, and correlate costs with locations.
7. Government
Fewer than 20% of IT management teams have established effective print security policies. Public records and sensitive citizen data are protected, resources are conserved, an audit trail for public records requests is established, and departmental rules are harmonised.
Smart Printing Solutions. Smarter Business Results
Professional print management services turn one of your most overlooked costs into a well-managed component of your business. Most organisations cut printing costs by up to 30% while increasing security. Also, they support hybrid business practices and bolster green initiatives through strategic print management.
Businesses understand that such services produce real savings. That’s why the worldwide print management industry is growing at nearly 14% per year. Whatever your annual printing expenditures, a comprehensive software will pinpoint opportunities for savings.
Network Digital Office Systems has more than 40 years of experience helping businesses operate at optimal efficiency. We are an ELITE Dealer, honoured by ENX Magazine in 2023 as one of the top 100 print dealerships in the US.
Our cost-effective leasing and rental options make modern printers and copy management tools accessible without requiring costly new investments. Reach out to us if you want to learn more about common printer problems in your workspace. We guarantee you an immediate fix.
