Find The Best Print Management Solution For Your Business
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- One out of every five print jobs is never picked up, leaving stacks of abandoned pages left in the printers.
Bear with us for the following frightful facts and figures on inefficient printing:
- According to the Gartner Group, 44% of all printing is unnecessary.
- University studies have found that one out of every five print jobs is never picked up, leaving stacks of abandoned pages left in the printers — either because people forgot about them or mistakenly printed a document and didn’t care enough to do anything about it.
- Xerox published that, on average, 1-3% of a company’s revenue is consumed by document production.
- Per employee, a company spends an average of $1,000 per year for printing costs alone. This is due to an average employee consumption of 10,000 pages per year, which is equivalent to 60% of a tree.
These are big numbers, but the awareness of their impact is disproportionately small. Sure, some companies and universities are adopting print management solutions and implementing multifunction devices with “greener” printer services. However, these outliers are enlightened exceptions to the norm — a norm that continues to struggle under the weight of wasteful printing, inefficient document workflow and high overhead.
WHY DON’T MORE COMPANIES CARE?
Why aren’t more businesses and institutions taking advantage of cost-effective managed printing services? Well, it’s quite simple — they simply aren’t cognizant of the ghastly toll copy production is taking on their revenue. And if they’re somewhat aware, they surely aren’t realizing the extent of the cost catastrophes creeping below the surface.
A BUDGET DIVIDED
You can’t blame these unaware organizations for being so naive. The print budget is not one, singular budget — there’s no one line item. Quite the opposite: A printing budget is fragmented between various departmental budgets with partial (and oftentimes ambiguous) management by IT people, facilities managers and/or procurement administrators.
So how to you inject cohesive strategy into your printing? You inject your printing with intelligence.
INTELLIGENT PRINTING SOLUTIONS
The upside of a debilitating trend, like skyrocketing print and copy costs, is the plethora of solutions to combat it. In order to survive in this market, printing and multifunction device manufacturers must offer some sort of program to help you manage your printing costs and cut down on copy quantity for environmental reasons.
Here are a few software solutions that deserve some time in the spotlight:
- Xerox DocuShare™ Express: This is an award-winning, web-based content management software solution designed for small to midsized businesses. It allows for user-friendly management of paper and digital information in one central, secure location.
- With everything in one place and the capacity for automatic indexing/archiving, employees cut up to 80% of the time it takes to find the latest version of what they need — both on- and off-site. This safe, cloud-based storage also protects against information loss due to natural disasters or internal disruptions.
- Create workflows to automate document approval and routing, amping up efficiency and cutting out unnecessary steps.
- Secure documents with multiple user access levels and password management rules.
- HP Access Control Intelligent Print Management (IPM): This is a server-based application designed both for ease of use and long-term cost savings. Using its clean, graphics-based interface and step-by-step controls, an administrator creates custom printing rules to regulate copy output.
- Apply sensible rules that have minimal impact on the user’s printing needs — i.e. assigning two-sided (duplex) printing as the default for everyday print jobs and setting restrictions on color use.
- Collect comprehensive data to gain visibility into every aspect and pattern of your document workflow.
- Assess and learn from data reports, adjusting inefficient processes and wasteful print behavior — either by providing employees with frequent, real-time notifications or by gathering long-term data to evolve rules over time — to create a stronger, more balanced print environment.
- Assign printers to specific users or job types according to each department’s needs — i.e. providing marketing departments with access to color, while offering the HR department high-volume, high-speed printing capabilities.
WHICH SOLUTION IS RIGHT FOR YOU?
It may seem overwhelming to choose the right solution due to the vast array of choices out there, each designed to fulfill primary and secondary needs with customizable applications, programs and accessories. The best and easiest way to find your solution is to talk to an expert in print management.
Work with someone you trust to find the best solution for your company’s environment, workflow and office layout. This is where the team of experts at DocuSense come in — We make sure the print management solution you get is what you need to streamline your workflow and cut copy costs.
With end-to-end managed print services and the perfect intelligent print software for your company, you effectively reduce your carbon footprint, amp up efficiency, secure your documents and lower overhead and copy costs.
