Tag Archives: Printer

Print Management solutions for Professional Service Companies.

Print Management Solutions for Professional Services Companies helps track billable expenses, saves time and reduces paper waste.

Recover costs, reduce waste by implementing a print management solution.

Using an effective print management solution tailored specifically for professional services companies provides more than just cost recovery.

Recovering client billable expenses using the appropriate print management software provides an audit trail of all your printing – capture, allocate and accurately bill for every applicable client related expense. Giving professional services the ability to:-

  • Track client expenses automatically
  • Record client’s information for every service
  • Enforce internal rules that reduce total print volume
  • Redirect jobs to the most cost effective output device
  • Identify and relocate overworked or underused systems
  • Manage from a central location which helps to reduce the burden on your I.T. department

Using Print tracking to recover costs and reduce expenditures

How often does this happen?

A dash to the printer to keep private information safe from prying eyes, wasted paper, resources and money from documents left unclaimed. Lost time and productivity because of queues at the printer waiting to collect your documents.

How can the print flow be improved? 

Implementing a recognised print management solution will save professional services companies time, money and human resources.

Implementing a recognised print management solution, Equitrac Professional which supports multi-function printers (MFPs) and is widely deployed in law firms, architecture firms, marketing and PR agencies and other professional services firms. Seamlessly integrated within the MFP, the software features provide the ability to:-

  1. Utilise the machine’s own control panel or touchscreen
  2. Provide full print tracking and cost recovery capabilities right at the MFP
  3. Automatically capture, allocate and bill for every client expense generated anywhere within your organization
  4. Gain mobility and convenience of secure document printing to your terminal of choice via Follow-You Printing®
  5. Convert scanned documents to searchable and editable format for improved archiving, document discovery, and productivity
  6. Redirect print jobs to the most cost-effective machines
  7. Make scanned documents compatible with court-filing requirements with PDF/A output and file-size control
Documents are held in a secure print server until users authenticate themselves at the networked printer of their choice anywhere on your print network this includes departments and regional offices.

Which means you don’t have to choose between security and economy as the print management system only releases documents when users are at the printer. Wasted paper is reduced by adding accountability to encourage users to print only the documents they actually need.

Card based ID systems simplify authentication and integration into a multi-vendor environment is straight-forward.

Follow-You Printing® with secure document release makes it easy to keep confidential materials out of the wrong hands by accounting for and reporting all document output activity.

Employee productivity and mobility are improved because users are no longer tied to one printer and users can output documents when and where they are needed thus avoiding the inconvenience of printers that are busy or out of service.

By centralising your print flow and eliminating the need for single desk top printers print management software brings security of personal printers to every shared device.

Follow-You printing® works with output devices from any manufacturer and provides one convenient administrative user interface for managing a company’s entire fleet of printer devices.

Available as device embedded and terminal based software. Compatible with IPSec encryption and supports alpha-numeric login, PIN entry and magnetic strip or proximity card authentication.

Contact Digital Print Management for independent advice on 01234-271156.

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Managed Print Services – How to control your print costs

Managed Print Services – reduce print costs, remove unwanted printing and enforce print rules such as colour or simplex/duplex printing.

Most organisations these days have people working remotely from the office and constantly on the move.

The one thing they have in common is the ability to print documents at anytime and anywhere.

How do you keep print sensitive information safe from prying eyes? 

Using a secure document release application makes it easy to keep confidential information viewable for the user only. Accounting and reporting features for document output activity helps organisations comply with privacy requirements.

How do you prevent wasted paper?

How do you keep printer consumable costs down?

What happens when documents are left unclaimed?

What about the loss of productivity in time waiting for documents to be printed at the most convenient printer, not always the nearest one?

Do you call I.T. to ask for more print drivers to be installed or a request to purchase new printers?

Networked printers are not always located for easy access by workers who spend increasing amounts of time away from their desks and documents left unattended can divulge company information such as plans that have yet to be announced or organisational re-structuring. Jams, malfunctions and queues make printers unavailable when people need them. Server based printing with document authentication increases mobility, security and reduces cost for the company.

Not having to rely on a single printer, users can output documents when and where they are needed and avoid the inconvenience of printers out of service or busy. Managing any number of personal printers in an organisation is costly and employees often insist on having their own printers because of wanting their own privacy. By managing your print devices properly ensures security is prevalent at every shared device.

Implementing a managed print services solution ensures that only those documents that are required to be printed use the most appropriate printer for the job i.e. colour printer or to print simplex/duplex. Using a secure document release application encourages user mobility and helps to minimise waste and protect personal information or customer confidentiality.

Print management solutions and ‘Follow-You’ Printing® holds documents in a secure print server until users authenticate themselves at the networked printer of their choice anywhere on the print network, across servers, departments and even geographic locations.

What are the benefits of managed print services?

  • Security is increased by only releasing documents when users are physically at the printer
  • Mobility is enhanced by allowing users to release documents at any convenient printer, anywhere in the organisation
  • Reduces waste by eliminating unclaimed print items and encourages users to print only the documents they actually need
  • Simple authentication implemented using card based ID systems
  • Integrates into multi-vendor environments

Users swipe their ID card enter a PIN or both to authenticate themselves and release their print jobs.

Simplifying and centralising print management using Follow-You Printing works with any printer manufacturer and is available as as both device and terminal based software. Providing one convenient administrative interface for managing your entire fleet of MFD’s (multi-functional devices)
Education – end wasteful and unclaimed printing only allowing print jobs to be output when users are ready to authenticate them at the printer. One University reduced their printing by 41% in one term using Follow-You Printing integrating it with existing campus card systems and on line accounts, students, faculty and staff were able to use the same machines.
Legal – Protect work and client confidentiality by preventing documents from sitting in output trays at unattended printers. Follow-You Printing safeguards clients trust and compliance with corporate accountability and privacy laws.
Office – Give employees the convenience of swiping their I.D. cards to release their documents and the flexibility to bypass printers that are busy or out of service. Follow-You printing operates geographically and users can output queued documents at network printers in your company’s branch offices to avoid the risk of losing or exposing them while travelling.

As an authorised channel partner of ProcessFlows, Digital Print Management provide intelligent print and cost management software solutions for the corporate, legal, education, health care and financial services. Designed to create more effective printing environments, reduce printing costs, increase security and lessen environmental impact.

For more information and a discussion on how we can show up to a 30% saving on your overall print costs by using our Print Management Solutions fill the form in below and one of our advisors will call you:

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Managed Print Services – How to manage your print costs!

Managed Print Services.

One of the biggest challenges facing many companies today is the management of paper, print and print devices.

Implementing a Managed Print Service (MPS) is one of the quickest and measurable way of managing costs because it enables the organisation to consolidate its many devices. Word Cloud "Paperless Office"

Organisations often have an excessive number of devices such as desk top printers, old PC’s and redundant equipment that can either be eliminated or replaced entirely with modern technology.

The ratio of 3:1 reduction in devices is achievable and cost savings on consumables is evident when you consider how expensive desktop printers are to operate, manage and maintain on a standalone basis.

In fact if the cost savings are so transparent you’d think organisations would jump at  implementing an effective print management strategy.

But when considering an MPS there can be resistance from your employees’ and their concerns can be:

  • You cant take away my printer I will be less productive
  • I need this printer because I need to print off confidential information
  • Its not an I.T. issue or expense
  • I print small jobs so it can’t really cost that much can it?

There are ways to overcome user resistance by being able to communicate to the employee the costs of running their printers and the impact on the bottom line; which the employee may not be aware of.

Making a case to implement a printer consolidation strategy starts with communicating the benefits of consolidating printers such as access to better and more up to date technology and the benefits to the environment by printing on efficient devices.

Modern print hardware provides a better quality printed page gives the user faster printing capability for large jobs and colour printing can be offered to the departments who really need it at an affordable price and there are further cost savings by using duplex printing (double-sided printing).

User secure print technology like “Follow-You Printing” can alleviate confidentiality printing since no print job is printed or released until the user authenticates it at the device. Intelligent print rules and routing software takes the burden off the user to decide which printer is best for each job when hitting print a pop up window gives the user options of where to print the job and the associated costs.

A modern print infrastructure will assist employees to be more productive, documents made more secure, and IT can focus on core strategic activities by not having to provide printer support.

After six months, let your employees know that the company has saved thousands thanks to the implementation of a printer consolidation strategy and their changed print behaviour.

Consolidating your devices will save up to 30% of your overall print costs and create a “greener office” by using one of our Print Management Solutions.

Equitrac Office – For the Enterprise

Equitrac Office print management software helps companies gain control and management of their printing to reduce costs, increase document security and enable sustainability programs. Through measurement, monitoring and ongoing management of print activity.

Equitrac Office measures a company’s printing needs and then deploys the proper equipment to meet those needs. It helps employees become more aware of their printing habits and provides the tools to enforce print policies where necessary, such as routing print jobs to the most cost-effective devices or limiting the amount of color printing.


  • Reduce print/copy costs across the whole enterprise
  • Improve document security on the network
  • Eliminate waste and support environmental sustainability

A large US based Bank saved $2 million in 18 months – Eliminated 88 million print impressions, cut colour printing by more than 50%, saved the equivalent of 70 acres of mature trees and paid for the initial investment within the first 60 days of implementation.

Equitrac Express – For Education

Equitrac Express software brings accountability and control of printed output to any campus, school and Higher Education establishment by providing increased awareness of print habits and their associated costs through user-level reporting, print management helps change print behaviour.

Compatible with leading campus card systems and any printer/MFP, Equitrac Express is used in over 1,000 education institutions throughout helping schools enforce student print quotas, charge for printed output, reduce wasteful unclaimed printing, and make printing more convenient, manageable and secure.


  • Reduce print waste and increase cost savings
  • Recover costs via “Pay-for-Print” – Authenticate with Student ID Card or PIN
  • Track and manage print/copy jobs across the site
  • Convenient for users – Documents held in a virtual queue, for printing anywhere to any device (depending on user’s print rights)

A large metropolitan University (24,000 students, over 3,100 staff, 3 separate campuses, 26 buildings) realised £310k savings over three years, eliminating over 4.5 million pages of wasteful printing.

Digital Print Management provides mission critical solutions to enterprises that are looking to effectively manage printing environments, reduce print costs, increase security and and lessen environmental impact.

Call us for more information on: 01234-271156 or fill in our contact form and one of our advisors will get in touch.

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How print management software saves you money.

How to automate print in your company employing print management software.

Most companies have the option to insource or outsource their document printing and manage document flow thereby managing print costs.

Print management software helps companies gain control and management of their printing to reduce costs, increase document security by automatically enforcing printing rules, authenticating users and identifying and allocating document costs.

I’ve exemplified the benefits that can be had by outsourcing documents and demonstrated effective ways where organisations can save money.

But, what if an organisation can’t or simply wont outsource these business processes due to system limitations or compliance to a specific process and or system?

Like every story there are always two sides.

What can a company do to ensure its paper flow is…

kept flowing?

Implementing a strategic print management software application can ensure you automatically control and manage how print flows through your organisation satisfying three primary objectives:

  • improve productivity
  • maximise time
  • reduce paper

Using a print management application with effective print controls automates and optimises the way print moves around a building. Setting specific print controls and denying users printing from certain open applications such as email and automatically re-routing that task to the most cost effective printer such as a mono printer rather than an ink guzzling colour cartridge printer can help drive down the print costs for a company.

Industry analysts estimate that over 44% of printing is unncessary. We print things more than once, instead of selecting the pages we print which might only be one page we end up hitting the “print all” button.

Wasted paper, consumables, escalating electricity bills are the hidden costs behind unnecessary printing therefore opting for print management software helps companies regain control and management of their printing to reduce costs and increase productivity. 

By measuring, monitoring and managing print activity, print management software provides a way for companies to gain a clearer picture of a company’s printing needs and then enables the effective deployment of equipment to meet those needs without spending capital on printing technologies that are either inappropriate for the tasks required or are so costly that the ROI will take years.

The deployment of print management software tools within an organisation helps employees become more aware of their printing habits, provides tools to enforce print policies by re-routing print jobs to cheaper printers, reduce print/copy costs, improve document security on the network and eliminate waste and inefficiencies within an enterprise.

What exactly does a managed print service do for a company?

  • An MPS (Managed Print service) tracks print, copy and scan activity company wide
  • Allocate document costs to a department or office
  • Set and enforce print/copy quotas to prevent paper waste
  • Makes printing easy and convenient and more secure
  • Re-direct print jobs to more cost effective devices
  • Reporting functionality which enables a company to keep print costs down

Deploying a cost effective print managed service can save a company money if implemented in the right way.

What do you do to keep print costs down?

What strategies have you employed to reduce the amount of paper that flows through your company?

Let me know what has worked and what hasn’t?

If your company is slowly going under paper then call us to discuss your requirements.

In the first instance we will do a print audit  free of charge.

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Thanks for reading.

Managed print services and how to reduce paper and print costs.

Managed print services will save a company time and money by deploying the right printer for the job

Managed print services allows user authentication,reduces print/copy costs and reduces paper waste.

Optimising a managed print service solution offers substantial cost savings. By effectively re-routing and managing the amount of paper and printing processed in your office.

One of the many frustrating challenges for organisations these days is obtaining a reduction in the volume of print and paper processed across a company.

The management of paper, print and print devices is a tangible cost, but because it is often overlooked, it is not perceived as a true cost reflected on the bottom line.

Simply recycling paper, implementing a duplex print strategy (printing both sides) or using recycled paper as part of a company’s drive to go green won’t save a company money in the long term.

Dispensing with mountains of paper often secure or confidential information requires the services of a secure disposal company but that all adds to the costs of managing your paper-flow.

Many companies delude themselves in to thinking that the office doesn’t print more than is necessary instead they stock pile paper, re-print see an error and re-print again without any consideration for the environment or the cost implications to the company.

Only when an organisation starts to analyse when, where and  how often paper is being used and what the re-ordering frequency is do the costs of printing become visible?

Implementing a managed print service strategy helps reduce print costs, removes unwanted printing and enforces print rules such as colour used appropriately or simplex/duplex printing.

Companies are over burdened with many print devices – desk top printers, scanners, photocopiers with employees overly protective of their desktop printers.

Cost reductions are achievable with a reduction of 3:1 by implementing modern MPS (managed print services) and MFPD’s (multi functional print devices) factor in the sizeable reduction in consumables used across an organisation and the reduction in cost becomes apparent.

With a highly mobile work force employees want to be able to print anytime and anywhere. There is the concern of secure printed information being visible to prying eyes and the management of how and when printed documents are managed in the paper-flow.

Secure print tracking software eliminates confidential information being left on the printer.

Secure print tracking software eliminates confidential information being left on the printer.

  • How do you prevent wasted paper?
  • How do you keep printer consumable costs down?
  • What happens to unclaimed documents?
  • How am I going to print off secure documents without my desktop printer?

Removing the need to rely on a single printer, users are able to divert their print jobs to the most cost efficient printer and not have to worry about a device being out of service or having to wait for I.T. to resolve the problem.

Using secure print technology with user authentication further increases what gets printed where, when and by whom as the print job can only be released once the user authenticates the print job at the device.

A secure document release application and secure print tracking software encourages user mobility, minimises paper waste and protects personal information or customer confidentiality.

Intelligent print rules and routing software removes the burden of the user to decide which printer is best for each job because when the user hits “print” a window pops into view advising the user which printer and what the cost is for the printing of his/her job.

Implementing an MPS solution will save you time and money in the long term. In the short term, here are some easy to implement solutions that can be put in to practice immediately in addition to utilising a managed print services solution:

Managed print services reduces print costs, removes unwanted printing and enforces print rules

Managed print services reduces print costs, removes unwanted printing and enforces print rules

  1. Duplex (double-sided) printing get more out of each of the pages you print, print the odd pages first by setting your printer and then print the even pages thus reducing the number of sheets you use; particularly useful for when you want to print notes.
  2. Print in a smaller font/typeface – as long as you can still read it you will fit more content onto the sheet.
  3. Check before you print – using the print preview button ensures you can see what you are going to print and change the margins or scaling in the document if you end up with a page with only two lines of text.
  4. Print only the pages you need – using the print preview button allows you to print the pages you want to print and in the print dialog box you can enter the page ranges required.
  5. You can also adjust your page settings by simply reducing the header and footer  and left/right margins enabling you to fit more content onto the page; which will equate to fewer pages printed.
  6. Print multiple pages onto a single sheet of paper using font size 12 which tends to be the default for many people the document is still legible.

Finally, you can significantly reduce your print costs by working with a print management specialist who will evaluate your print requirements and will discuss with you solutions and the implementation of a relevant managed print services solution.

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