7 Reasons Why You Should Deploy A Print Management Solution In Your Enterprise
If you’re still on the fence about print management solutions and multi-function printers, you might be missing out big. Print management solutions, unlike the old single function copiers, printers, scanners and fax machine, could potentially save you a lot of resources. From better security to cost savings, increased productivity to reduced waste, support for multiple devices to multi-tasking.
Here are some of the reasons to deploy a complete managed print services solution in your enterprise:
• Cost savings
Today, cost saving is a major consideration in any enterprise. It is one of the primary considerations when you’re looking to protect your bottom line. Print Management Solutions allow you to create rules and parameters that can help you eliminate potentially wasteful jobs, ultimately allowing you to bring your costs down.
For instance, giving your employees liberty to print in colour even when not necessary will eat up into your costs. You can implement pop-up notices that notify them of other alternatives before printing. By informing users to avoid, say, simplex printing, or reduce colour printing, you will bring down your printing costs significantly by cutting down on paper and toner costs.
• Reduced waste:
Print management solutions encourage responsible printing. You can eliminate wastage by releasing documents only when users are ready to receive them in the copy room. You can also cut paper, power and toner costs by using print policies and quotas. This not only reduces your wastes but also minimises your carbon footprint.
• BYOD support
Modern digital print management solutions offer support for a BYOD culture. It Allows users to “Bring Your Own Device”, enabling them to print from their smart devices securely, and on the go. With a BYOD system, users can send documents from their phones or tablets to other print enabled devices.
No matter the operating system, file format, the location or the brand of the printer, users can upload their documents to their emails, company website or use a print management software to print from anywhere. This improves print charging, accounting and quota process. The result is an environment where mobility, productivity and efficiency are significantly enhanced.
• Restricted Access
Print management solutions enhance security, allowing you to ensure secure access to devices. By having an elaborate protocol, you can give access to authorised employees to use your machines in a way that meets your corporate standards. This is a sure way to protecting your network from an array of external threats.
You can have print requests intercepted at the print servers, allowing you to control jobs according to policies. Besides protecting access to confidential documents, using restricted access protocols will help slash the volume of unclaimed printouts. You can also apply secure print release rules that require user authentication before printing. This ensures that documents can be printed and collected by authorised users only.
You can also have your print management configured to require print approvals, ensuring that authorised users such as managers or systems admins authorise any of the printing jobs.
• Increased productivity
A Digitized workflow can give your enterprise leverage and a unique competitive edge in today’s environment. With a robust print management solution, you can increase productivity by digitising your workflow. Such that, users can send documents straight to their designated destinations or locations with the help of one-click scan management tools.
• Monitor and Report Usage
Imagine the possibility of being able to monitor and report all areas of copy, print, fax and scan in real-time. A well-thought-out print management solution allows you to have a detailed page log summary by department, user and device or address the environmental impact. You can choose to have the report in various out of the box formats, including PDF, Microsoft Excel or HTML format.
Additionally, you can schedule to have the reports generated and emailed directly to you automatically. Whether you’d like them to have your company header, or to be custom created to capture data within specific dates, sorted and filtered to your preference, print management will just do that, autonomously. You can access these reports from any web browser. Such kind of flexibility and versatility is indeed a game changer.
• Scale up effortlessly
Print management solution also allows your enterprise to have a network that can support your on-demand printing needs effortlessly. It also makes it easier to amp up your capacity to support systems of all sizes, from ten to hundreds of users.