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Control printing and copying: why the advantages look so good on paper

May 31, 2017

Control printing and copying: why the advantages look so good on paper

Companies seldom think about printing and copying as areas where they can improve efficiency and may be missing out as a result. Software solutions from leading document imaging vendors like Canon, HP and Okidata now make it easy for businesses of all sizes to manage print output and device usage for greater efficiency and security. This is often referred to as control printing and copying—and it really is all about “control.”

Cutting down on waste

Your customers will be pleased by how much they can save once they get a handle on their printing costs. By introducing policies that discourage wasteful printing—setting rules governing who can print, how they print and on what devices—they’ll cut down substantially on energy costs and supplies. For example, IT personnel can assign two-sided printing as the default for everyday printing jobs and set restrictions on color printing. Having settings already created for them saves users time and confusion, too. And any policy changes over time can be easily communicated companywide via email.

A boost to security

With cybersecurity an ongoing threat to businesses today, control printing is more valuable than ever. For example, most printing technology now comes with authentication capabilities, so IT managers can assign user-access privileges—an important step toward protecting confidential information, safeguarding devices and preventing unauthorized use.

In addition, most manufacturers now offer pull printing as part of their printing solutions. With pull printing, users print to a secure server that delivers or “pulls” the job—freeing up their computers for other tasks and reducing network traffic. The documents are only released upon user authentication, through the use of a PIN code, smart card or biometric fingerprint recognition. Users can print as many documents as they need to, have them waiting for them in the queue and retrieve them in bulk later on. This reduces the amount of unclaimed prints collecting around the printer—and the risks of “prying eyes” seeing information they shouldn’t have access to. When mobile printing is enabled, pull printing can be done from anywhere on any smart device.

Knowing more, saving more

Another advantage of control printing is that it provides organizations with the ability to track, gather and report data about specific print jobs and their overall printing patterns. The more your customers know about their printing functions, the better they’ll be at allocating costs and utilizing printing resources more efficiently.

Considering all the advantages, implementing control printing and copying is a smart business decision. It ensures consistent processes and protocols and gives everyone a role in making an organization more efficient.