Print management goes beyond ensuring that your printer trays are filled with paper and that you always have new toner cartridges in the office. In today’s technologically advanced world, companies use modern software and other methods to help implement print policies and user quotas to reduce print costs.
The most common software used by these companies applies strategic print policy enforcement to help companies control their print environment.
This article will discuss ways to reduce your office print costs.
How to reduce your office print costs.
- Track device usage
The first thing you need to know is that with Multifunction printers, you need impeccable software to help you keep track of the use of your printer and other multifunction devices. The software you use needs to be compatible with whatever brand or type of device is used, and it must provide a centralized hub with specific administrators that can manage your printer fleet.
With your chosen software, you can track statistics and analytics, including page costs, toner levels, and printer status. This will help you track where your print costs go in a much more accessible and convenient way.
- Implement smart print policies
Whenever someone in the office wants to print, various options appear on the user interface, affecting print costs.
To have control over this, you should require employees to make wiser decisions that will reduce print costs.
For instance, each time an employee wants to complete a print job, they can get a notification from the machine that says something like this:
- Can you print this document double-sided?
- Is it essential to print in color?
- You’ve reached your monthly quota. Contact your admin to print more.
These questions and statements above are minor policies you should get your IT department to consider implementing.
- Device Utilization
Another way to help reduce print costs is to utilize audit reports. An audit report lets you track who uses the printer and for what documents, precisely from the document name, the computer they used to create that print job, and the timestamp. That way, you will have full details of all transactions in the system.
- Keep your print release functions secure.
The most common and convenient way of completing print jobs is by sending your print jobs directly to the printer. Although this makes things easier, it also increases the wastage of paper and ink. Numerous times, people have printed pages only to realize later that they do not need them.
The most significant importance of securing your print release function is that it allows you to improve your data security. When you don’t have properly secured print options for your document, security problems will increase and leave your company vulnerable to attacks and the risk of losing confidential and sensitive material.
Approximately 20% of CIOs, CTOs and IT leaders are confident about their security strategy's strength. Statistics say that over 80% of companies have reported concerns about print-related data losses; unfortunately, 61% have reported that they have experienced print-related data losses in the past year.
The wrap-up
Toshiba multifunction printers have features and benefits, including high-tech security and print management functions. These features and benefits give your company the security and the accuracy of keeping track of every single print performed on your multifunction printer and ensuring that every confidential document belonging to your company is safe.