Despite frequent claims in the media that we’re becoming a paperless society, most businesses still rely on printers. Many organizations require hard copies of forms, invoices, or certificates. Modern printing solutions also include scanning and copying, which are essential factors for effective data storage and management. Managed Print Services offer a unified approach to printing needs that could save businesses money. Every year, businesses worldwide spend a total of $121.4 billion on printing. Trusted providers can help reduce costs and improve efficiency and security.

Managed Print Services Explained

Professional Managed Print Services encompass all aspects of office printing. This includes materials, appliances and equipment, and a thorough understanding of a business’s requirements. When you outsource your printing management to a third party, you should expect:

  • A full review of your current printing environment
  • An assessment of business needs to optimize your print infrastructure
  • Plans created in line with your company’s overarching goals
  • Commitments to monitor and maintain equipment, print networks, and mitigations to avoid downtime
  • Readily available support functions to deal with ad hoc issues
  • Scheduled supply replenishment

A faulty printer or late paper delivery can disrupt business continuity. Managed services ensure seamless workflows and transform printers into a support function rather than a frustration.

Problems Associated With In-House-Managed Printing

Many businesses, especially smaller, independent outfits, may wonder why they need to invest in managed print services. They might have a dedicated office manager who arranges the purchase of paper and toner. They may even have equipment such as printers and scanners that have stood the test of time. However, what many business leaders don’t realize is that their legacy printing equipment and purchasing habits could be draining their budgets.

Buying printing supplies on a “pay as you use” basis is expensive. Office managers may have great relationships with specific suppliers. But that doesn’t always mean they’re getting the best rates or products. Poor quality toner can cause clogs or reduce the sharpness of prints. Managed service providers regularly search for the best value and quality from suppliers, maximizing available budgets.

Similarly, outdated equipment can lead to issues too. Older printers that can’t connect to networks cause unnecessary delays. You shouldn’t have to email every document to your office manager to get it printed. As well as becoming a time sink, sharing every document digitally increases security risks. However, network-connected printers also carry risks.

Managed Print Services Mitigate Hidden Security Risks

Cybercriminals will attempt to use any connected device to gain access to a company’s network. Most office managers don’t realize that their printers are a risk factor. But recent research shows that 61% of IT leaders reported a print-related data loss in 2023. There are many ways mismanaged printers pose security risks:

  • Cyberattacks that provide access to a printer’s onboard data storage may be able to view and download sensitive documents in a print queue
  • Documents sent to a printer wirelessly are at risk of interception without proper printer network management
  • Malicious software (malware) can specifically target printers and printer networks
  • Hybrid and remote workers may retain access to printers while working with non-compliant security protocols in their home or a hotel

To demonstrate the security risks posed by improperly managed printers, Cybernews teams hijacked around 28,000 unsecured printers around the world. They forced the printers to produce a guide to printer security, but of course, a genuine cyberattack is potentially much more dangerous.

Managed service providers ensure your print systems and networks are secure. Their experts know all about the latest trends in cybersecurity and how to mitigate risks. They may even recommend best practices, such as providing home workers with secure VPNs.

Added Benefits of Outsourcing Printing Services

Security is a huge factor for businesses. Cybercrime rates are increasing all the time and threat actors will use any means to access a network. That said, increased security is just one of the many benefits of investing in managed print services.

When you have an experienced partner managing your print infrastructure, you gain access to equipment that’s entirely suited to your needs. Office managers may be tempted to buy the most advanced printer on the market without considering its suitability. Conversely, cost-cutting priorities can lead to equipment purchases that don’t provide any of the necessary features. A trusted partner will ensure you have access to printers and copiers that meet business needs without denting budgets too dramatically.

Some advanced service providers may also offer the option to lease equipment. This could be over a long-term or short-term basis, providing even more focused budget management. Leasing gives businesses access higher-end equipment or specialist devices that might usually carry prohibitive costs.

Sourcing your equipment through a dedicated service provider usually means the maintenance is included. This carries huge savings for small businesses. When faults occur, the service provider arranges assessment and repair or, for severe issues, replacement. This is a significant time saver for office managers and their teams. Lease agreements may also carry the option to upgrade equipment after a period of use. This helps small businesses scale their printing environment up as they grow.

Managed services also help businesses hit their sustainability targets. For example, buying toner in bulk reduces carbon emissions by cutting down on delivery trips, packaging, and wasted supplies. Likewise, stocking the correct volume of paper and avoiding issues like paper jams further reduces waste.

Localizing Your Office Solutions

Leveraging competitive office services and solutions in your area is another way to promote corporate sustainability. Your local team doesn’t have to travel far for on-site assessments, reducing environmental impact while streamlining your business processes. Sourcing your print services from nearby has the added advantage of utilizing relationships with local suppliers. Equipment that can be sourced locally is often more cost-effective than units shipped across state borders.

Golden Gate Office Solutions proudly serves local businesses and non-profit organizations across the San Francisco Bay Area. Contact us and find out how we can optimize your print environment and help bring budgets under control.