The costs associated with business printers consist of more than just paper and ink. By adopting a print management solution, businesses can take control and gain in-depth visibility of the way that people are using the printers.
Printer management covers a multitude of subjects associated with printers, from the use of printer drivers and programs that allow users to connect their computers to a printer, to the way individual users interact with their printer.
Midshire has a team of IT specialists trained specifically to network our customers printers on-site at their premises. They ensure that once a printer has been installed, it is fully connected to a company’s network and that every computer or mobile device (if required) has the correct drivers and apps installed to ensure seamless communication between individuals, computers and printers. The network team also provide in-depth training to all staff on how to best use their new printing devices.
How will Printer Management benefit my business?
Research has found that organisations spend between 1% and 6% (Lexmark UK) of their annual revenue on photocopying and printing. By adopting a print management solution, business owners can see their entire print fleet output in as much detail as they wish. There are a range of print management software packages available, that show which department, or individual, uses the printer the most, so that restrictions can be put in place to help reduce any unnecessary printing. Restrictions on printing can include: limiting certain departments to only printing in black and white, enforcing duplex (double sided) printing, setting budgets per user or removing the ability to print off emails.
Printer management can also help with data security issues. By implementing user authentication (the process of validating or identifying an individual user) on your printer fleet, you can ensure that unclaimed print-outs are a thing of the past. User authentication is an optional addition feature that can be added to your printer fleet, whereby the user has to identify themselves using their fingerprint, key-fob or password on the printer to release their prints from the print queue. Many printouts contain confidential information and in the wrong hands, could result in huge problems. This is especially useful for ‘Follow-Me’ printing, where a user can send a print job, then collect their print outs from any device setup on the network, once they have identified themselves.
Do your employees work from their mobile or tablet? Printer management can allow users to integrate their mobile devices with the office printer or photocopier, allowing them to print straight from their phone or scan documents to their tablet using a number of specific manufacturer created apps.
Printer management is also hugely important at the end of your contract. Since every scan and copy is saved on the hard-drive of your photocopier, Midshire ensures that your hard-drive is wiped of all confidential material when it returns to our warehouse, so no data is passed onto another company!
Printer Management Tools
Midshire offer a variety of printer management tools including: PaperCut MF and Equitrac.
PaperCut MF intercepts print jobs on the print server, analyses them and applies rules to enforce your print policies, for example, routing print jobs to the most appropriate printer, rejecting jobs with incorrect paper sizes or asking users to confirm single-sided printing. You can assign users with ‘credits’ so they are responsible for their printing activities. PaperCut is the most popular printer management tools for the Education Sector.
Equitrac is a more advanced printer management tool. It is an intelligent solution providing control over printer costs. This printer management tool reduces consumable usage by making users accountable for their print behaviour. It also increases document security by encrypting documents and storing them on a server, requiring a user to login to print.