When a workplace tracks their internal print jobs they are better equipped to manage costs, optimize allocated resources, increase security, lower their environmental impact, promote employee accountability and increase efficiency. At Gordon Flesch Company (GFC), we’ve found that tracking internal print jobs via print management software, is often a hidden method of savings for organizations.
This strategic approach not only streamlines operations but also fortifies your organization against potential security threats, ensuring a more sustainable and secure business environment.
Whether you have a small fleet of print devices or a large fleet spanning several geographic locations, here’s what you’ll need to know:
Many of our GFC customers have implemented print tracking software and have benefited from its insights. Tracked data is viewable by an organization’s administrator via their GFC dashboard.
Accumulated data can be analyzed to provide print trends and in-depth insights that will help you and your GFC Team adjust your print fleet, to more effectively reach your business goals.
In today's fast-paced business environment, managing resources efficiently is crucial. Print jobs may seem like a minor aspect, but they can significantly impact your organization's budget, security and overall efficiency. Tracking print jobs helps you understand who is printing, what is being printed and when the jobs are being printed. This insight can lead to reduced waste, better resource allocation and enhanced security.
For example, by monitoring print usage, you can identify departments or individuals who are printing excessively and implement rules to curb unnecessary printing. This not only helps in cutting costs but also aligns with green initiatives by reducing paper and toner usage.
Managed Print Services (MPS) is a strategic advantage leveraged by businesses that customizes a plan to track print jobs, cut costs, streamline processes, improve security and provide better service to employees and customers.
Working with an MPS provider typically starts with an assessment of your current print environment. This includes analyzing print workflows, identifying bottlenecks and pinpointing any security vulnerabilities. Based on this assessment, an MPS provider will create a customized roadmap to optimize your print operations. This often includes remote monitoring, proactive issue resolution and continuous tracking of print usage to ensure alignment with organizational goals.
RELATED: The Business Advantages of Managed Print Services
Print management software monitors, tracks and analyzes data to show print fleet trends – and two of the most popular brands, favored by workplaces are PaperCut and uniFLOW. Both offer robust functionalities that can cater to various organizational needs.
One of the key differences between the two is how they track print jobs. While PaperCut tracks jobs at the print spooler, uniFLOW tracks them at the device, offering more accurate print job recordings, especially with Canon devices.
Implementing a print management solution can significantly streamline business operations. By providing a clear picture of your print environment, it helps in identifying redundant, underused and overused equipment. This enables better decision-making regarding equipment purchases and placement.
Additionally, print management software can implement rules and processes that reduce costs. For example, it can enforce duplex printing, limit color printing to specific tasks and route print jobs to the most cost-effective devices. These measures not only save money but also improve operational efficiency by reducing unnecessary print jobs and minimizing downtime due to equipment issues.
Security is a critical aspect of any print management strategy. Modern printers and multifunction devices are sophisticated and connected to your IT network, making them potential targets for cyber threats. Working with an MPS provider can mitigate these risks by implementing robust security protocols.
For instance, an MPS provider can help configure a print management plan that will enforce user authentication for print jobs, ensuring that only authorized personnel can access sensitive documents. Features like 'pull printing' or 'follow me printing' hold print jobs in a queue until the user authenticates at the device, preventing unauthorized access.
These types of security features can also help administrators track what others are printing. For instance, when a Midwestern school district received a printed bomb threat message, print management software led administrators to the internal culprit who had printed the message.
Additionally, as a GFC customer you’ll have the opportunity to choose the firmware management option that best fits your needs and peace of mind in knowing that your GFC Account Executive will meet with you on a regular basis to ensure that your print devices are aligned with your organizational attitude toward security.
Print output management software ensures that printed or scanned documents remain secure and optimizes your print environment. Download your free copy of our Top 10 Benefits of Print Output Management to learn how!
