How efficiency in printing adds value to your businesses

Small business printing

While most organisations are aware of the cost-efficiency, productivity and document security benefits to be had from print management and document capture solutions, they often overlook the fact that these solutions also let IT become more efficient.

These efficiencies mean IT resources can add value elsewhere in the organisation. While consolidating hardware infrastructure is important from a capital expenses perspective, other costs also contribute to the total cost of ownership for print services besides the printers and the consumables. These include managing print servers, distributing print drivers, servicing IT help desk calls and managing multiple vendor contracts.

We have identified three print management and document capture management tasks that are taking organisation’s precious IT resources:

1. IT help desk

Typically, when employees need to print from another building or office, they requite the assistance of an IT help desk ticket to get direct access to the local printer. The more employees you have, the more often this problem presents itself every day. With print roaming, employees can automatically print on any printer on the network without IT intervention. Employees submit their print job as they normally do and release the print job from any printer.

2. IT administration of multiple solutions

A lot of time is spent managing third-party solutions for print services infrastructure. Organisations can empower employees to complete common scan tasks much quicker by using scan workflows with pre-defined capture settings, optical character recognition (OCR), file name protocols and automatic, secure digital workflow delivery. If this capability requires a separate application, with separate contracts, support procedures and overall administration, the workload for IT increases.

3. Mobile print

While supporting the company’s BYOD initiatives is important, print document security is also important. With the right solution, mobile printing can be made available on any device with an e-mail client application. Users can send a document to a dedicated e-mail address for printing so no print drivers are needed at the user workstation, lessening the burden on IT.

With the right print management and document capture solution, organisations can overcome these issues and free up IT resources to really add value to the business.

Adam O’Neill, Managing Director, Y Soft Australia