Blog Home > What Is Print Management and Why Do You Need It?

What Is Print Management and Why Do You Need It?

Managed Print

A print management system helps prevent printer downtime by monitoring the status of your printers and copiers and examining error logs.

Managed print services include printers, copiers, scanners, and other devices. It can also include the management of documents and printing jobs. 

You can ensure optimal performance of your office printers and copiers by using managed print. Access print management software and manage printer fleets from anywhere in the world. This way, you can avoid unnecessary downtime and keep your machines running smoothly.

VIDEO: what is print management?

Why Your Business Needs Managed Print Services

Keeping printing processes running smoothly can be challenging for any business or organization. The copier jokes are endless, the error codes flash, and there seem to be printer supplies hidden at the back of the room. The good news is that you can have your printing processes organized and handled entirely by an experienced print vendor instead of a staff member. 

Managed Print Services Benefits

With managed print services program, organizations can efficiently manage print devices and streamline workflows, reducing overhead, diminishing costs, and simplifying business processes. The are several services offered using a print management company – here are the top 6 benefits of managed print.

  1. Print Infrastructure Icon
    Print Infrastructure:

    The print solution software provides user-friendly, secure printing and scanning, which enables device management and ensures compatibility. Print management solutions enable enterprises to manage large print networks centrally.

  2. Save Money on Print Management
    Save Money:

    An MPS program can help businesses save money by finding the most cost-effective printing methods and monitoring their print usage. Businesses often overpay for printing because they don’t know how much they’re printing and can’t distinguish what’s waste from what’s not. It is significantly easier to manage and control your printing costs with MPS, as it tracks all your device usage. 

  3. Print Security Icon
    Information Security:

    Managed print allows you to implement multi-layered print security strategies that protect your data, employees, and clients. Identify potential problems and address them before they impact your business. Managing Print Services offers constant monitoring and instant notifications of printer security breaches so that you can react quickly to threats. 

  4. Print Technologies Icon
    Print Technologies:

    Print and scan from tablets, mobiles, and laptops. Print management involves tracking printing machines, tracking computing devices, monitoring print output, securing sensitive data, and optimizing printing costs.   

  5. Streamline Printing Icon
    Streamline Print Jobs:

    Managed print services that are integrated with your workflow management system can help improve the speed and productivity of your teams.

  6. Printer Integration Icon
    Custom Integrations:

    You can do incredible things with customizations and integrations. Your organization can automate or integrate a specialty task with a payment gateway or printing budgets directly into your accounting software, such as QuickBooks.

Your Print Management services team provides rapid ROI, boosts server performance, and helps eliminate downtime. You will receive 24/7 support during and after implementation, guiding your organization to benefit from more innovative print management immediately and over time.

How Exactly Does Print Management Work?

Managing print begins with a print audit, which informs you and your provider of what’s happening. With this new information, you can develop a strategic plan to solve your biggest printer problems. 

Through advanced print management, printing issues can be resolved by streamlining the associated processes and ensuring that devices are connected. Integrating the print management solution seamlessly into the IT environment simplifies printing capabilities. An easy-to-use console allows administrators to manage a network of printers, manage users, monitor print queues, and more. 

Print Management Software

Ensure your print management software vendor supports your print fleet’s brand and OS (Operating System). Modern software today doesn’t have to stand alone. The great solutions all support an active ecosystem with contributions from many partners to simplify printing.

There are several brands available depending on the printer manufacturer:

Network managers can use a centralizing software tool to monitor device operations, ink and toner levels, and output volumes. Additionally, print management software lets you track every transaction from the user’s perspective. Identify the printer, output parameters, cost, application, and department for a print job.

The software enables IT Managers and print partners to optimize their environments to reduce costs, monitor supplies consumed, and improve efficiency. Furthermore, every document printed in the network has an audit trail, used to comply with regulations or manage risks associated with proprietary or personal information.

Additionally, these print management software allow for integration. Integrate with accounting teams, card readers, Document management systems, and co-working spaces.

Cloud Print Management 

Software as a service (SaaS) models are increasingly replacing internal systems, and cloud print management is part of that shift. Using cloud print management, organizations of all sizes can reduce their IT infrastructure and reliance on internal data centers. Cloud-based print management also offers cost predictability and flexibility through subscription pricing. Scan, print, and store all your files in cloud destinations like Dropbox, Google Drive, Sharepoint, and more.

Interested in Managed Print Services? 

The best way to ensure quality services at an affordable price is to partner with a local print vendor. Depending on your specific needs, a local print vendor can provide you with a strategic plan to recommend equipment that fits your office perfectly. With the right software, you can enjoy peace of mind. An organization is well served when its printer fleet is understood, and the right MPS is in place.

Get a MPS Quote Now! 


BDS Author Logo
Written By:BDS
October 18, 2022

About BDS:

BDS is an authorized office technology provider/reseller with corporate headquarters in Marlborough, MA, and offices throughout New England and Florida. Since 1978, we have supported local customers in Massachusetts, Connecticut, Rhode Island, New Hampshire, Vermont, Maine, and Florida with copier and printing solutions.
Stay in touch!
Woman using copier machine

Contact Us

Our experienced team is ready to help with your printing needs. Submit this short form and we’ll be in touch quickly.

Related Articles

Copier for Lease South Florida

Copier for Lease South Florida

Companies in South Florida can lease copiers from BDS in West Palm Beach as a strategic solution for document management. The Advantages of Leasing a Business Copier Leasing offers a more flexible financial arrangement, allowing Florida businesses to acquire...

What Is Toner In A Printer?

What Is Toner In A Printer?

What Is Toner in a Printer? Toner is a powder mixture used primarily in laser printers to help create vibrant prints that pop off the page. Toner is different from ink cartridges, as ink cartridges utilize liquid ink to create prints and are compatible primarily with...

Enterprise Print Management Solutions by BDS

Enterprise Print Management Solutions by BDS

We can also help you find the right provider if you are outside our region.  Effective print management is crucial for maintaining operational efficiency and controlling costs. BDS offers comprehensive enterprise print management solutions tailored to businesses'...

Share This