If you only have one or two print devices, (printer, copier, multi-function device, etc.) managing them may not be too difficult. As you start adding more devices to your office, it becomes more complicated. Add a small inkjet so you don’t have to walk across the office, and you add a little complication. Add a new workgroup laser printer, and you add a little complication.

As you start increasing your printing devices on your network, you start adding challenges like managing supplies, making sure they are available to access for your team, and, not to mention, managing all the repairs that will inevitably come from having those devices on your network or connected to your computers.

Over the last 20 years, there have been many advances in the way we manage printing devices in an office. The biggest advance is in the software we now have access to that can give us great visibility into your print environment. Print management software allows you to see how each device is functioning on the network and allows a bit of proactivity in managing those devices.

Regular Printing Assessment

One of the most valuable advantages of print management software is always having your finger on the pulse of your print volume. If print volumes spike for some devices unexpectedly or shift from one device to another, print management software can allow us access to that data on a more rapid basis. We can use that data to optimize the locations of those devices to maximize the life of your devices as well as create more efficiencies for your staff.

Daily Device Management

Without print management software, you are required to be at the device to see when something goes wrong. Did you know that sometimes the printer itself knows when something needs to be fixed before it actually causes a problem. Print management software can send alerts for simple things like:

• Routine maintenance requirements
• Required software upgrades
• Low supplies

In fact, the software can even be configured to automatically order supplies when they get low. With an all-inclusive maintenance agreement, they can be sent and ready for you just-in-time, so you don’t even have to store extra ink or toner.

Improved Security

Security is an ever-present threat. In fact, as technology becomes broader, intrusion attempts become more common. While printer and copier manufacturers are doing more to help prevent these breaches, print management software can act as an additional layer of protection.

The most common security breach is simply printing something confidential on a device like salary/compensation details, or HIPAA protected information. One of the simplest ways that print management software helps is with print release capabilities. You can print to a queue and not release the print until you are standing at the device. This prevents you from inadvertently allowing the wrong person to see the details you wish to keep confidential.

Cost Recovery

Tracking printing costs can be a challenge. It can especially be difficult across multiple brands of devices that support differing technologies. Print management software can aid in providing you the ability to track printing for employees and client jobs. You can even impose limits for printing that are device specific, color vs. black and white, or even across all devices. Without print management software, you can control at each device. However, when you add print management software you can control wherever documents need to be printed.

What’s The Next Step

It’s possible that print management software may not be right for you. Or, maybe you aren’t interested in saving money, increasing security, or tracking your performance. If you are ready, CORE Business Technologies can help. The next step is for us to help you analyze your print environment. We can help you identify if print management software is right for you. Contact us today for your complimentary assessment.