4 Benefits Print Management Software Can Bring to Your Business

Did you know the average office worker uses 10,000 sheets of copy paper each year? That averages out to about 38-39 pages per work day! I mean, I get it, there are all different purposes for printed pages in the workplace – marketing and sales materials, customer invoices, contracts, the list goes on and on. But what’s not so great is that about 45% of paper printed in the workplace ends up in the trash by the end of the day.¹

What does this tell us? It tells us that almost have of all printed paper in the office isn’t necessary. And while you may be thinking, “Hmmm that doesn’t sound great for the planet, but it’s not the worst thing…” Well, not quite. Aside from the *big* issue of sustainability, printing (and wasting) so much paper has more implications to your business than you may realize, such as costing your business money, time, and resources.

So, how do you control uncontrolled printing? That’s where print management software comes in.

Print management software is designed to help organizations simplify and centralize the management of their print infrastructure through tools that enable you to better monitor, track, and control print users, policies, and devices. Basically, a good print management software helps you to minimize your waste while creating a seamless and secure printing experience. Print management software is useful to organizations of all sizes across varying industries including Education, Healthcare, Legal, Financial, Small and Medium-Sized Businesses, Large Enterprises, and even Non-Profits.

Used by over 100 million users across 195 countries and 70,000 organizations worldwide, PaperCut is one of the leading print management software available today that ‘reduces paper and saves trees.’ It is also a cross-platform and vendor-neutral solutions, so it doesn’t matter what size your organization is, what brand of printers you use, or what operating system your users prefer.

So, what exactly does PaperCut print management software offer that can benefit your business?

1. Easily Manage Your Print Environment

PaperCut print management software provides built-in, browser-based administration access from any network location to enable centralized management of every user and printing device. It’s designed to fit within your print environment, not the other way around.

Mobile and BYOD Printing: Whether your employees are working off their laptop, tablet or smartphone – and no matter if their running iOS, Android, Chrome OS, Windows, or macOS – PaperCut supports them all.

Automated Print Queues: With the Print Deploy feature, you can automate the tasks of setting up print queues and deploying print drivers on computers in your network.  Once a user leaves a site, it removes the queue and driver automatically.

2. Cost-Savings and Sustainability

PaperCut is designed to help you use less paper, save on supplies, and create sustainable print habits.

Reporting: Over 80 one-click reports are included – addressing all areas, such as summaries by user, department, device, and environmental impact – for online viewing, export, or print. Admins can also create their own custom reports.

Print Policies: Track and control printing and copying based on users, department, class, or even clients. You can also control print behavior rules such as who has access to color printing or use friendly pop-ups that prompt users to use double-sided printing or gray-scale printing.

Cost Recovery: You can designate different costs for printing settings – such as which printer is being used, simplex vs duplex, and even color vs grayscale. You can also institute pay-for-print models for users or client chargebacks.

3. Secure Your Printing

What was on your last uncollected print out? PaperCut helps you secure documents before, during, and after printing.

End to End Encryption: PaperCut supports end-to-end encryption on the network. That means not just security at the printer, but from the user’s device to the print server, the print server to the printer, and the printer to the user’s hand.

User Authentication: There’s a variety of options to choose from to require users to authenticate at the printer or MFP – whether it be entering a unique ID, username with a password/PIN, scan an ID card or badge, or even integrate with biometric hardware for the most secure level of identification.

Secure Release: All print jobs sit in a holding state until the user physically walks up to the device and approves its release, improving document security and reducing wasteful, uncollected print jobs.

Find-Me Printing: No need for users to choose which printer they want their job sent to. They can print to the shared Find-Me queue, walk up to any printer they like, authenticate, and safely release their job.

Print Archiving: Admins can browse and review the content of print activity in their environment.

Watermarking: Promote responsible document handling by automatically adding a username, timestamp, digital signature, or other metadata to every printed page.

4. Jumpstart Digital Transformation by Digitize Your Documents

Not only can printed documents be a security risk and wasteful, they can also cost your organization money. Gartner, Inc., estimates that as much as 3% of a company’s revenue is spent on paper, printing, filing and the costs to store and maintain files of information.² Harnessing cutting-edge cloud and document processing tech, PaperCut makes MFP scanning simpler, smarter, and more business-integrated than ever.

Create Smart, Searchable Documents: Set up scan workflows by user or group, with their settings and scan destinations following them to any compatible MFP in real time. And with OCR (optical character recognition), you can turn unlimited scans into text-searchable and editable smart documents to retrieve information easier than ever.

Scan to Email and Folders: Users can quickly scan documents directly to their email account, or to pre-configured personal and network folders with just one click.

Scan to the Cloud: Send scans to the cloud storage service of your choice, like Google Drive, OneDrive, SharePoint Online, Dropbox, and many others. Admins are able to select which destinations users can access and are able to audit all actions. And all scan jobs and data are encrypted with signed certificates and transmitted over HTTPS, following industry best practices for security.

Print management software has the power to transform your business and help you track printing usage, save money, boost security, and reduce your environmental impact – and PaperCut is an industry-leading print management solution empowers organizations to do just that.

Want to learn more about the benefits of PaperCut for organizations like yours? Check out this deep dive for a more in-depth look at some of PaperCut’s best features.

Ready to take the next step? As a PaperCut partner, we can help! Connect with us to get more information or schedule a complimentary demo to see first-hand the benefits PaperCut can bring to your business!