Do you know how many documents are printed at your workplace on a weekly or monthly basis? Do you know which departments print the most? Do you know how many documents are printed in color or on large or small sheets of paper? Do you know how many are printed in error or printed and immediately recycled?
If you don’t have definitive answers, your workplace could be wasting time, money and effort. A print audit is the first step to beginning managed print services, which analyze and digitally optimize your printers, copiers and scanners to ensure the best print quality, highest speed and cost effectiveness.
What is a print audit?
Before determining what kind of managed print services your office may need to perform at its best, a service provider will perform an audit. The audit allows your managed print provider to take a look at your basic infrastructure, such as what types of machines you have, the layout of your fleet and how the systems access your network.
Providers also take a look at your office devices’ data, habits, strengths and weaknesses. The process analyzes the current document-usage patterns and associated costs for your printers, scanners, copiers and other output devices.
Why do you need a print audit?
The results of the audit help your organization determine how to receive the maximum return on your investment. Your managed print provider can suggest ways to optimize your devices or advise on new copiers, printers and scanners that best fit your evolving needs. Some audits — such as Infomax’s — are manufacturer independent, so the company can suggest the best makes and models that also fit your budget.
If your provider doesn’t recommend replacing any equipment, they may suggest rearranging the layout of your fleet for the highest productivity. For instance, you may have found that a particular machine was used more by a certain department, and it makes sense to locate it closer to their office space.
A print audit also can help your workplace budget better. The audit will show which types of materials are used most often, allowing leaders to determine which supplies they should prioritize and which could be purchased in a limited supply. Additionally, some documents may not need to be printed in color and employees could be directed to adjust their default printing settings to save color ink. An audit could also help you determine which types of documents are printed simply because office members want to keep a hard copy. In that case, a digital document management system could more securely and efficiently store that file.
Last, there could be functions on your printers, scanners and copiers your office underutilizes. For instance, a managed print provider could help you set up automated printing processes for weekly or monthly reports. Some multifunction printers have advanced security options, requiring someone to enter a code before the machine will print sensitive information. Scanners can turn physical documents into easily emailed digital versions. If your audit shows these functions aren’t being used, it could be time for your provider to host a training session.
Help your office save money and regain efficiency through a print audit. Contact Infomax about our managed print services here.