Print Management Solutions – Taking Paper out of Paperwork

Print management software/MPS (Managed Print Services) allows you to automatically control and manage how print flows through your organisation improving productivity, maximising efficiency, employee productivity, enhancing document security and improving environmental sustainability.

Using an automated print management solution enables you to set up your print flow by automating print controls making sure that the best printers are optimised for the right jobs.

For example a mono simplex job being re-routed to a black and white device as opposed to a colour printer.

Print specific rules for email or internet access can be set up to ensure that either the application is denied access to specific printing devices or is routed to the most economical printing device.

Industry analysts estimate that 44% of print is unnecessary!

For example:-

• People are printing things more than once
• They may try and print a document and then notice there is an error on the screen
• Their document is not at the requested printer when they go to retrieve it
• The toner is low or there is a paper jam.

The above only serves to increase the quantity of paper being consumed, increases consumable costs, higher electricity bills all of which aren’t always associated with the “management of print” in a company.

Increased user productivity and cost control

Can only be achieved when a print management software application is installed.

Although we are living in a ever increasing digital era of email communications, internet and scanned-to-PDF documents paper is still the preferred format for many businesses to convey important information this is typical of obligatory and legislative based industries.

Multi-functional devices (MFD’s) are more secure, economical and can process high volumes at less than the cost of the more traditional stand-a-lone desktop printers.

An organisation can reduce print waste and costs by being able to output to the more efficient printers.

Security and confidentiality

By preventing private or sensitive documents from sitting unattended and unclaimed at remote printers.

Users can print securely to networked MFD’s by using a secure, convenient and mobile workflow. With secure document release, the documents are held on a secure server and outputs them only when the user authenticates it.

Productivity and mobility

Documents can be released to any device that is on the network anywhere in the building giving users the mobility to print jobs wherever is convenient for them avoiding job queues, collection lines and out of service printers.

“Send To” Printing lets users share documents by sending colleagues the ability to print and confirm output.

Accurate cost allocation and reporting functionality

User authentication to network services – track, analyse and allocate costs of every document produced on any device anywhere in the building. Workers can accurately charge documents to specific department or cost centres codes. You can also track the costs of document attributes such as file or paper size, media type, colour, duplexing, stitching etc.

Effortless control

Print management software lets you determine who may print to which print devices and set up specific rules to determine where colour jobs are printed, automatically delete print jobs, hold or re-route print jobs to more efficient printers as opposed to desktop printers.

Rapid ROI

Print management system administration and control is centralised making it manageable and less reliant on I.T. for print related errors. Fault detection provides a single console to track devices’ status and history including current toner levels, print failures and error messages.

Managing the print-flow for a more sustainable environment

Managing output, enforcing print rules for users and allocating printing to the correct printer ensures that what is required to be printed is. Which means that consumption is reduced, wastage is lessened and this can form part of your company’s environmental sustainability objectives.

What are the benefits?

1. Protect document security and confidentiality
2. Eliminate unauthorised printing and copying
3. Enforce colour quotas on colour printers
4. Enforce output to the most economical and efficient device.
5. Allocate output costs to users, departments, projects or clients
6. Understand how printers and copiers are being used across your network.
7. Reduce the cost of purchasing unnecessary and under-used devices.
8. Reduce I.T. support requirements by not having to call them when there is a paper jam or toner replacement required.

Next steps

Digital Print Management are channel partners for ProcessFlows the world’s leading print management service and solution providers.

Please contact us for an impartial discussion as to how the Equitrac office software and solutions can help drive down your company’s print costs using our print management solutions.

We like to receive comments so please leave a note and let us know how you manage your print. What are your success stories and how did you manage to implement your print solution.

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