Instead, the software routes the job to another printer for more timely output. Increase workplace efficiency: Print management software gives companies the power to distribute print jobs to available devices so that users don’t have to wait for a previous print job at their preferred device to be completed. Print management software gives companies the ability to limit printing on a user or departmental level and to use lower cost devices for either large print runs or hard copies that can be printed at a lower level of quality for internal use. Factors such as device consumables, maintenance, and the hardware investment for the actual device come into play. Reduce overall printing costs: In addition to paper costs, the costs for hard copy printing can vary greatly from one device to another. In doing so, companies that produce sensitive or proprietary information can rest assured that confidential documents remain secure. Print management software gives such businesses the flexibility to send larger jobs to devices with lower printing costs.Ĭompanies that produce sensitive material: Print management software allows users to send sensitive print jobs to a desired printer where it will be held until the employee physically enters a code on the device before the hard copy is actually produced. Furthermore, the cost per print can vary depending on the device and consumable cost. By using print management software, these companies can optimize their printing hardware to balance printing queues so employees can send print jobs to devices based on availability or physical location. Companies that distribute materials internally and externally generally have multiple printing devices across various offices. Set quotas or limits for printing from individual user accounts, groups, or departments.ĭelay printing documents until an authorized user verifies their identity at the printing device.īusinesses with multiple printing devices: A company’s printing needs will vary based on their line of business. Set customizable rules for which device to print from based on physical location, priority, etc. Monitor the operational status of devices across a printer fleet.Īllow users to print documents from mobile or offsite devices. Record and monitor printing costs according to device, user, or department as a function of hardware, consumable, and maintenance costs. While features vary from product to product, print management software typically offers some or all of the following functionality:ĭistribute print jobs to multiple connected printers based on physical location or job prioritization.Ĭreate reports that detail key data about usage, print queue wait times, and other pertinent metrics. Common features of print management software Furthermore, print management software helps reduce overall printing costs by tracking printer usage, setting limits or quotas on the number of prints, and allocating print costs to individual employees or departments. Print management software centralizes the management of an organization's printer fleet by allowing administrators to monitor printer status, distributing print jobs to multiple available devices, and making devices available for remote or mobile printing. Key considerations for purchasing print management software This guide will help you understand what print management software is and analyze the various factors that must be considered when choosing a print management software solution for your organization.Ĭommon features of print management software With print management software, businesses can easily manage their organization’s entire printer population so that print jobs can be distributed across multiple devices while also limiting unnecessary output. Most small to midsize businesses (SMBs) that use multiple printing devices struggle with keeping printing costs down, while simultaneously ensuring that printed documents are produced efficiently and securely. Buyers Guide Last Updated: March 16, 2023ĭespite most businesses moving toward replacing hard copies with digital documents, the amount of printed documents required in daily business operations remains difficult to manage.
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