Rumors of the ‘paperless office’ have circulated in the business environment for as long as computers have been commonplace. While a truly paperless office will most likely never exist, new advances mean that many workplaces are becoming more digitized and less paper-based all the time. Still, even in a highly virtualized computing environment, employees will still want to make use of copy machines, fax machines, and printers. For some, it is a matter of ease and convenience. For others, it is a habit and preference they would find difficult to abandon completely.
Print management software, however, can help to reduce the costs associated with using these machines. By managing print functions more efficiently, businesses can cut down their use of ink, toner, and paper. Other costs savings accrue because machines that are used more sparingly need less maintenance and upkeep, and when print management becomes a normal part of the business environment, fewer machines are needed in the first place.
Fully up to date copy machines, for example, can be networked so that a hard copy can be sent into the email boxes of all relevant staff, eliminating the creation of paper copies, and incidentally eliminating the need to pay someone to distribute those paper copies.
Print management systems are often implemented through a managed programs approach as they require regular auditing and maintenance to see, for example, that new employees are added to systems and that electronic resources interacting with physical resources maintain an optimized, consolidated approach to limiting business-printing costs.