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A typical printing and imaging environment is a mix of old and new hardware and software which is costly and complex to manage Purchasing and ownership of printing and imaging devices is often fragmented across lines of businesses, departments and locations meaning that little attention has been paid to the overall needs of the business. Consequently, businesses own a complex and diverse mix of products, software and underutilised devices leading to high operating and maintenance costs as well as strained IT resources.
- Most organizations have no idea how much they are spending on printing and imaging Few organizations realise the true cost of ownership (TCO) of their printing and imaging fleet. This not only relates to direct costs such as hardware, supplies, maintenance and IT support but also indirect costs such as loss of employee productivity due to device downtime.
- Conducting a formal assessment of printing and imaging infrastructure provides an understanding of current costs and enables planning for better optimized device deployment
Such an assessment should cover a study of usage behavior, business workflows, device ratios and the direct and indirect costs associated with owning and running printing devices. It aims to determine an optimal balance of devices that minimises costs and maximises employee productivity. It is estimated that optimizing the print infrastructure through conducting a document assessment can reduce annual spend on printing by up to 30%.
- Printing needs to be considered an integral part of the IT infrastructure Due to their network connectivity, office printers and multifunction peripherals (MFPs) are susceptible to the same risks as any network PC or server. With regulatory compliance, downtime and security vulnerabilities high on the agenda companies need a standard, consistent and proactive approach to managing their printing and imaging devices.
- Print management tools should be used to manage, monitor and control output devices Such tools offer a myriad of features such as remote configuration, access control, troubleshooting and proactive supplies management as well as document cost accounting. This is fundamental to ensuring the print environment is not only well managed but can also be optimized through a better understanding of device utilisation.
- Many organizations have yet to exploit the cost and productivity benefits of using versatile networked multifunction peripherals (MFPs) Today’s networked MFPs, which combine printing, copying, faxing and scanning, offer powerful document capture, distribution and management capabilities. However, these devices are often not being used to their full potential.
- Organizations can reduce the headache of managing print by turning to managed print services
A managed print service provider assumes responsibility for the management of the print environment and can handle the full gamut of activities including assessment, asset management, preventative maintenance, device upgrades and supplies replenishment.
By taking control of their print assets, organizations can achieve cost savings, boost employee productivity and improve document workflows. It is vital that organizations use the expertise of a third party supplier to identify potential cost savings opportunities and develop a plan to create and maintain an optimized printing environment.
As IT environments continue to grow in complexity, many organizations are focusing on managing and rationalising a diverse infrastructure of applications, hardware and storage across many locations and an increasing number of users. The rising threats associated with network and software security, along with managing the growth of networked and mobile devices, makes the task of managing a distributed and multifaceted IT infrastructure ever more challenging. Whilst organizations are concentrating on these core elements of the IT environment, few are giving the same strategic focus to the printing and imaging environment, which is an essential component in most organizations’ document workflow process.
The office printing environment has undergone a significant change in recent years, characterised by a convergence in technology. Standalone photocopiers are being replaced by networked digital copiers, while fax machines have largely given way to scanning and email. Despite the use of digital communications, the paperless office has failed to materialise as email and Internet usage has increased, rather than diminished, the levels of printed output. Printed volume in the office is also being driven by the increased demand for color output as the affordability and performance of color printing devices means they are no longer confined to specialist applications.
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