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Creating a print intelligent enterprise

Whilst many organisations have invested resources in managing their IT infrastructure, few apply the same strategic focus to the document output environment. This can represent a huge cost drain, estimated to represent between 1% and 3% of total revenue. A managed and optimised print environment will lead to significant cost reductions whilst improving productivity and boosting any organisation's green credentials.
Author/s: Louella Fernandes , Clive Longbottom
Created: 18/02/2008
Filename: Quocirca_HP_Print_Intelligence_Final.pdf
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Tags: outsourcing   mps  
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  • A typical printing and imaging environment is a mix of old and new hardware and software which is costly and complex to manage
    Purchasing and ownership of printing and imaging devices is often fragmented across lines of businesses, departments and locations meaning that little attention has been paid to the overall needs of the business. Consequently, businesses own a complex and diverse mix of products, software and underutilised devices leading to high operating and maintenance costs as well as strained IT resources.
  • Most organisations have no idea how much they are spending on printing and imaging
    Few organisations realise the true cost of ownership (TCO) of their printing and imaging fleet. This not only relates to direct costs such as hardware, supplies, maintenance and IT support but also indirect costs such as loss of employee productivity due to device downtime.
  • Conducting a formal assessment of printing and imaging infrastructure provides an understanding of current costs and enables planning for better optimised device deployment
    Such an assessment should cover a study of usage behaviour, business workflows, device ratios and the direct and indirect costs associated with owning and running printing devices. It aims to determine an optimal balance of devices that minimises costs and maximises employee productivity. It is estimated that optimising the print infrastructure through conducting a document assessment can reduce annual spend on printing by up to 30%. 
  • Printing needs to be considered an integral part of the IT infrastructure
    Due to their network connectivity, office printers and multifunction peripherals (MFPs) are susceptible to the same risks as any network PC or server. With regulatory compliance, downtime and security vulnerabilities high on the agenda companies need a standard, consistent and proactive approach to managing their printing and imaging devices.
  • Print management tools should be used to manage, monitor and control output devices
    Such tools offer a myriad of features such as remote configuration, access control, troubleshooting and proactive supplies management as well as document cost accounting. This is fundamental to ensuring the print environment is not only well managed but can also be optimised through a better understanding of device utilisation.
  • Many organisations have yet to exploit the cost and productivity benefits of using versatile networked multifunction peripherals (MFPs)
    Today's networked MFPs, which combine printing, copying, faxing and scanning, offer powerful document capture, distribution and management capabilities. However, these devices are often not being used to their full potential. 
  • Organisations can reduce the headache of managing print by turning to managed print services
    A managed print service provider assumes responsibility for the management of the print environment and can handle the full gamut of activities including assessment, asset management, preventative maintenance, device upgrades and supplies replenishment.

Conclusion
By taking control of their print assets, organisations can achieve cost savings, boost employee productivity and improve document workflows. It is vital that organisations use the expertise of a third party supplier to identify potential cost savings opportunities and develop a plan to create and maintain an optimised printing environment.