Cost-reducing printing systems

Cost-reducing printing systems

Sergey Gritsachuk

Equipping your office or business with a centralized printing system is the first step to saving your business money. Instead of many custom printers that need constant maintenance and
virtually uncontrolled in terms of both reasonable consumption of consumables and confidentiality, a single, powerful, easy-to-copy copying unit is installed
serve a large number of users and perform virtually any print job. But is this enough?

Unfortunately, the answer is no. Just to take and replace a dozen or two printers with one powerful copier is possible and even profitable, but its uncontrolled use instantly creates other problems in
Consequently, instead of the expected benefit, the opposite effect will be produced. Why is this happening? There are several reasons for this, but the main ones are generated by centralization. Remember: often
There was a situation where when you sent a print job you just forgot about it? Or, when they went to a public printer, couldn’t find their document in a pile of prints?

Enough of these two points to realize the magnitude of the problem, and to those who have seen how, at the end of the day, the cleaning manager sends to the garbage bag unclaimed prints (which before
the same can contain sensitive information!), be aware of anything – everything is obvious. Uncontrolled causes chaos, and chaos creates problems – and for the company these problems are harmful
serious material damage. And not only because the employees, having cheered the emergence of a powerful print center, will begin to massively print not only working, but also personal documents, increasing
company costs for paper, toner, and other operating expenses.


Imagine what would happen if a confidential information document falls into the hands of competitors. However, it is enough that the employees do not have permission to read it – disclosure
Guaranteed, damage can reach space scales, and the ends can not find, because access to papers with the stamp “Confidential” is limited only by the lid of the trash can in the doors of the business center.

Otherwise, the losses are not so large, but significant: several times the tasks were sent, the difficulty in finding your own document, wasted time, simple or, conversely,
excessive peak loads on the equipment. All this leads to higher costs, at which no savings are involved.

But the way out is, and oddly enough, the obvious is that the centralized printing structure needs to be supplemented by a specialized management system. Hardware and software complex,
combined with document duplicators into a single infrastructure, allows you to have precise control over your print jobs. Traditionally, it consists of a print server with
installed specialized software and is complemented by a system of identification and authentication of users. Thanks to well-tuned politicians, all of the above problems are eliminated: no
one document will not be printed until all the conditions necessary to fulfill the request have been met.

Thus, when sending a document to print, the employee does not start to duplicate it: the document is sent to the server, where it is installed in the queue and provided with the accompanying information
about the sender, time and place of printing, privacy, and more. To get a copy, just go to the print center and go through the authentication process right after confirmation
the identity of the copier will issue the required document, and the server will keep a record that it was printed.


It is easy to guess that unclaimed documents will settle on the print server and at any time the administrator will be able to detect and delete them (unless, of course, it is done automatically by itself
the print access control system according to previous settings). Thus, the printer will not do extra work, consumables will be saved, and at the same time with safety no problems. this one
the scheme justifies itself in other situations as well: after the installation of the system of control and management of printing, the actions of each user will be logged, which will allow to easily trace the violation.

For example, at the end of the selected period (day, week, or month), you can analyze the volume of printouts and identify record-holders: they may need help optimizing their work, and
they may print personal documents, which of course must be strictly prevented. However, the system may itself signal to the responsible person an overly monumental task, and
block it until the causes are clarified. You can also set user and group quotas and notify the user (and administrator) of exceeding the selected print limit.

Therefore, the introduction of a printing control system will allow the company to significantly reduce costs by:

  • savings on paper, supplies and accessories;

  • savings on maintenance, repair and prevention of printing equipment;

  • saving by eliminating the misuse of production facilities;

  • cost savings by minimizing printing time.

Impressive? Certainly. But that’s not all: print management systems are able to recognize the types of tasks and choose the most optimal modes for them, which employees are almost never
do (for example, a letter sent via e-mail can be duplexed). This approach reduces the amount of paper and toner used: it seems like a trifle, but in
enterprise-wide savings are considerable. You can also optimize your print destinations: a monochrome erroneous color print job will automatically
redirected to black and white – again saving.

It remains to mention the software that solves the problem of centralized print management. These include proprietary, for example, HP Access Control and third-party solutions
developers – FollowMe Printing, Equitrac, PaperCut and SafeCom, etc., each with its own features (for example, you can highlight the support of electronic cards of users or NFC-modules in


At first, it is almost impossible to calculate the exact amount of cost savings from implementing a print control system, since it is unclear how much resources are expended in a non-targeted or sub-optimal way. However
it is well known that the effect is always achieved and the costs invested in the modernization of the infrastructure pay off in any case. Therefore, the implementation of the subsystem of control and accounting of printing during the transition
for a centralized scheme – mandatory. And not only for the sake of economy, but also to increase the level of information security of the enterprise, and this, you will agree, is invaluable.

print management

IT-Expert Magazine [№ 01/2020],

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