The nature of printing has changed. The shift from paper-based to digital documentation brings all sorts of new challenges. How best do you store files, and share them, and secure them? How do you make the right information available to the right people, in the right format, at the right time?
To shed some light on the issues, we have transcribed a Q & A session with James Spencer, Director at Systems Technology, at a recent print management event.
Q. Why do companies need to address their print infrastructure?
The office printer is not just the device in the corner anymore. Copying and faxing have become less common, while document scanning and sharing are nowadays necessary components in keeping business moving. As such, printers need integrating into the wider network of devices and platforms that people use, and this can sometimes be overlooked.
Q. Why does this matter?
It really does matter. Businesses spend up to 3% of revenue on print-related activity, with approximately 50% of that outlay on document management, unseen and unaccounted for. It is these hidden costs of printing that impact the bottom line.
Q. What does best-in-class print look like?
Leading companies now treat print as a business asset that needs to be managed, rather than a function. An integrated infrastructure combines data security with easy access to documents while providing the visibility of management information that is essential for better decision-making and more efficient operations. In other words, Managed Print.
Q. So how can I better manage my print infrastructure to support business growth?
Having discrete, disconnected printers from numerous suppliers increases costs, security issues, and business productivity. Often, companies do not appreciate how many printers they are running and the effect of this. For example, Systems Technology’s Managed Print Service Discovery Stage establishes what equipment you have and where. It is the first step in putting together an integrated print infrastructure that can be proactively managed. This enables you to make tangible process improvements that increase accountability and control.
Q. Where does data security fit into this?
As a part of the move away from paper-based documentation, digital files are now saved and stored on printer hard drives as well as on PCs and mobile devices. Unauthorised access to these files can potentially be very damaging. Moreover, this is quite apart from the threats posed by the wrong people picking up documents from the printer tray. The reality is, over 70% of organisations have at least one data breach as a result of unsecured printing. Print Management Software is key to ensuring printing security, control, and convenience.
Q. How does Systems Technology make a difference?
We are saving companies in a range of sectors up to £1m a year on print, helping them to transform the way they manage it. Our work helps them to reduce printer numbers, cut costs, and increase productivity and security. It is something we manage fully, using our print management and waste reduction software. Companies from all sectors and of all sizes can benefit, come and talk to us to find out more.
If you have questions of your own, please connect with James on LinkedIn, or leave your comments below.