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Your guide to more efficient print management in government agencies

August 29, 2017

The government defines a total print management solution broadly to include:

  • assessing existing printing resources
  • procuring new devices and consumables
  • managing existing devices
  • managing behavioral change among users
  • and improving document imaging processes

The study calculated that by implementing best practices in all of these areas, the government could save U.S. taxpayers more than $900 million.

Municipal government agencies, too, can benefit from print management. A few years back, the City of Arlington, Texas embarked on a comprehensive review of its document imaging resources. Its aging printer fleet had become bloated and inefficient, with more than 930 printers and copiers and a variety of brands and models, many of which were located on employees’ desks.  The city implemented a print management solution that reduced the size of its fleet by over half and cut the number of pages printed monthly by 21%.

6 steps to improve printer efficiencies

As their trusted IT partner and advisor, you can recommend some overall procedures to help your government customers streamline and economize:

  • Streamline the printer fleet—Eliminate personal desktop printers. Although they have a low sticker price, they tend to have higher toner costs and energy consumption rates. Also, decrease the user-to-device ratio of workgroup printers to 14:1.
  • Institute 2-sided printing whenever possible—Set nonproduction-level equipment defaults to duplex (double-sided) printing and instruct employees to adjust their application print settings as well.
  • Print in black-and-white: Set nonproduction-level equipment defaults and employees’ application print settings to monochromatic/black-and-white printing.
  • Print at draft quality: Set nonproduction-level equipment defaults to draft quality (instead of high quality) printing and/or encourage employees to adjust their application print settings the same way.
  • Improve the use of sleep mode: Change device settings that impact the timing of sleep mode initiation during work hours, and power-down at the end of the workday and on weekends.
  • Eliminate paper whenever possible: Use scanners as much possible to transform paper into digital files. With document security a major concern for government agencies, this is particularly important. Digital transformation is not only more secure, it reduces waste and lowers cost.

The above steps are not just for government agencies—they can yield significant savings for companies and organizations in any industry. Print management is good for business no matter what business your customer is in.

The above steps are not just for government agencies—they can yield significant savings for companies and organizations in any industry. Print management is good for business no matter what business your customer is in.