Output Management – Print Management Software

Print Management Software

Cut Waste, Track Printing, Save Money with a Print Management Software solution

  • Businesses will spend between 3% and 5% of their annual turnover on printing.
  • 70% of companies have experienced a data breach through printing
  • Companies average a 6:1 user‑to‑device ratio, yet MFPs can support up to 30 users
  • Each print server costs a company £4,000 per year to operate, on average
  • 40% of print jobs could be printed duplex
  • 20% of all print jobs are never picked up

With a print management software solution in place your organisation will save money, time and resources fast. For many it’s not really considered but for savvy and efficient management teams, they can save up to as much as 30% savings of their print costs which can equate to as much as 5% of organisation’s turnover, in certain instances. This is achieved through the use of some print management protocols for example; where you might route large jobs to dedicated high-speed printers, display popups to ask end users to confirm single sided output, automatically delete print jobs with incorrect paper sizes or suggest an alternative printer when a device is offline.

Benefits of a Print Management Software

Save on print costs – A well implemented and maintained print management set-up will result in fewer consumables, lessen requirements for the number of devices required, reduce server costs and strain and reduce IT assistance within your organisation. Some of the more sophisticated management systems allow you to allocate printing to departments, cost-centers and users with shared accounts for greater accountability.

Enhanced print security –  By implementing a pull printing solution, a system which is designed to enhance security for all users by enabling users to release documents when at the printer after verifying their ID, enabling print jobs to be released safely and securely. Other security solutions which can improve system’s integrity include the use of a login, account code or ID/access card to prevent unauthorised usage.

Eradicate print waste  – Through the use of a print management system there are functions to monitor your prints and delete duplicate jobs, route print jobs to specific, more efficient MFDs and settings to encourage users to think twice before printing a document without checking it.

Reduce your carbon footprint – The ability to send print jobs to more efficient printers, reduce print waste and save on print consumables will all help reduce energy consumption and reduce the environmental impact of your organisation, whilst also saving you time and money.

Features of a Print Management Software

Monitoring and accounting – With a Print Management Software  in place you will be able to monitor, account, charge and report on all printing within your organisation. Taking full control over what gets printed, when and where will have a big impact on your bottom line versus an unmanaged print system.

Rules and print policy enforcement – Most Print Management Systems allow you to create rules to route and monitor print jobs easily, enabling the ability to create a range of print rules to efficiently manage your overall printing policy and save you money and reduce print waste.

Secure print capabilities – Security is key and in some instances is an occupational necessity, so it is important that your Print Management System has the appropriate security protocols in place: for example, Pull printing will enable users to release jobs via a chosen release method ensuring security is maintained.

Full payment automation – In environments where you want to give users fiscal responsibility for their printing requirements, there are a few Print Management Systems that gives you the versatility to accept a range of payment methods. Users can top-up their print credits using cash, card or via e-payments. This increases convenience for both user and organisation.

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Conclusions

With a print management software solution in place your organisation will save money, time and resources fast.

There’s never been a better time to take a closer look at the constantly evolving range of print management software solutions that prove our commitment to future-proofing your print management processes.

Many organisations are already seeing the benefits of using a Print Management Software  as a centrally controlled print management solution.

We offer free no obligation evaluations of our print management software to ensure that our technology meets your requirements.

About incovo

incovo is a business communications technology integrator of category leading unified communications, infrastructure, integrated network solutions and document management solutions to small and mid-sized organisations throughout the UK. Our focus is creating dependable, cost-effective business communications solutions for businesses that ensure a variety of methods of collaboration to meet the ever-changing market conditions.

At incovo, we provide fast and effective support to all of our customers through our multichannel support network – allowing our customers to feel the benefits of compelling solutions that will enable their businesses to grow, tailored to their needs.

Print Technology Focus: Cloud Printing – Google Cloud Print

Google Cloud Printing

Cloud Printing – Google Cloud Printing

Definition: Using cloud technology, you can connect printers via the web across a range of internet connected devices such as phone, tablet, laptop or PC. No extra drivers are required only a compatible application from your device.

Google Cloud Printing Features:

Print Anywhere – Provided your printer has internet connectivity (most do), you should be able to print from almost any printer/multifunctional device (MFDs) with Google Cloud Print. Newer printers and MFDs will most likely be cloud-print ready, in these cases, set-up is very simple and straightforward – allowing for for greater flexibility and convenience with your printing.

Print Anything – With cloud printing you can now print directly from an application (currently GCP is supported on over 20+ Apps – for a full list of compatiable apps click here), these can be used at home, work or on the go.

Sharing Printers – Built with ease of management in mind, Google Cloud Print allows you to share your printers with anyone you choose, with a single click.

As Scotland’s leading Konica Minolta accredited partner, incovo are well placed to help businesses in Scotland improve their business efficiencies with optimised print settings with the use of Google Cloud Printing. Are you interested in seeing a demonstration of cloud printing for your business? Contact us today

Cloud printing CTA

 

 

 

Cloud Printing Q&A with incovo Print Engineer, Greg Loftus

Q. Tell us about Google Cloud Printing

A. Google Cloud Print is a service that connects your home and work printers to the web. Since your printer is connected to the web, you can print to it from anywhere, using any Internet-connected device, including PCs, Macs, Chromebooks, phones, or tablets.

Q. How do you print from Google Cloud Printing?

A. Depending on the device, you can either print directly from the Chrome web browser or you can or directly from your computer by visiting this page  Google Cloud Print management page. From here the steps are very similar and it’s a simple case of clicking print and either selecting a file (computer) or choosing a destination (chrome).Google Cloud Printing  Google Cloud Printing 2

Q. How easy it is Google Cloud Print to set-up?

A. In most cases, very. If you have a printing device/multifunctional device that is cloud-print ready then it is very easy and quick. On older machines, it may require some configuration, in the latter case it may be advisable to speak to a print technician/engineer.

Q. How secure is it to print via Google Cloud Print?

A. Google Cloud Print jobs are submitted and retrieved over a secure connection (https), and are only available to you and the printer you’re using. In terms of what information Google is privy to, Google keeps details about the print job (the job title, the printer you sent it to, printer status) as a record, along with your Google Account ID. This is used to process your print jobs. That’s mainly it.

About incovo

incovo is a communications technology integrator of category leading unified communications, infrastructure, integrated network solutions and document management solutions to small and mid-sized organisations throughout the UK. Our focus is creating dependable, cost effective business communications solutions for businesses that ensure a variety of methods of collaboration to meet the ever changing market conditions.

At incovo, we provide fast and effective support to all of our customers through our multichannel support network – allowing our customers to feel the benefits of compelling solutions that will enable their businesses to grow, tailored to their needs.

Six Ways to Improve Efficiency with Document Management Solutions

6 tips document management solutions

6 top tips to improve your document management process efficiency

There is something immensely satisfactory when you feel you have learned something that helps you in a simple yet effective manner. I recently had a friend who was having issues with sending videos to a colleague of theirs and mentioned that it might be easier if they used the dropbox app to do so. He was so impressed with the ease of use of this function and the simplicity to perform the task you could see they were genuinely pleased. And therein lies the success of the story, a simple solution that makes the process a whole lot less cumbersome and more efficient.

At incovo, we regularly have conversations like this but within the context of working in an office environment and how to make small changes to clients’ operational procedures in order to improve efficiency, like a life hack but in the office, using document management solutions! Having thought about this recently, I thought I would put together this little article to quickly illustrate some simple, yet effective measures to try in your business – because at the end of the day, nobody likes playing about with reams of paper. Here are my suggestions:

1. Reduce paper-use with the digitisation through built-in scanning

Paper trails and documentation will only accrue and become burdensome to your business over time, especially if left unmanaged. It wont be long before this becomes an administrative nightmare with costly implications. The simplest way to deal with this is to begin a process of digitisation through scanning all archived paper documents and new paper documents that you create. Though you may want to create new documents in an electronic format, there are situations where you may have to create or process a document in paper form. You can scan and save it in a digital format though. A good document management software program has built-in scanning features that help you scan documents individually as well as in batches, and save them to pre-specified folders. This will make sure you can access those files on your screen in no time at all.

2. Multi-user access improves speed and collaboration

Collaboration is very much a buzz word in the communications industry presently and rightly so, especially if you work in a small team or business and there will be overlap for document processing across departments. To solve the problem of having to store multiple copies of the same documents on different systems, typical document management software stores documents in a centralised database, yet allows document sharing among users. So though the software is installed on everyone’s computer, the documents are not created in multiple copies. This helps save precious space while also allowing you to work on a document that is not stored on your system.

3. Email, Fax and Print features for improved internal and external communications

There are a few small business software programs in the market that allow you to store emails from your multiple accounts, using POP3 email capture. This means you do not need to sign in to your various email accounts to view your mails. To refer to those emails containing the information you need, you simply need fall back on your document management software. If you need to fax a document, you can do that too, right from within the application. You can even print documents from within the program even though they are not stored on your computer.

4. Improve folder structure for file saves

This one is as much about good discipline and organisation as it is about softwares and certain software applications for managing documents allow you to import your existing folder structure at one go and retain it. This could mean a saving of several days’ worth of time and effort recreating the folders and sub folders; and checking if documents have been assigned to the correct folder.

5. Use a system with a user-friendly interface

Almost everyone in a working office in environment will be familiar with Microsoft Office package and like it or loathe it, the simplicity and user-friendliness of the interface is almost undeniable. Some of the more savvy document management software suppliers have taken this and developed their applications in or around this platform, to ensure ease of use and simplicity. This means when you install it on your system, you can start working right away – no need to learn how to navigate the software. You get productive from Day 1 without the hassle of learning new and sometimes, tricky software.

6. Don’t create paper documents in the first place

As obvious as it may seem, where necessary, try to avoid creating paper trails. If someone has a printed document there is an inbuilt requirement to file it away safely. A change of mindset is required to save the electronic version without committing it to paper.

When multiple versions of the same paper document are being circulated how do you know or decide which is the latest version? Good electronic document management systems allow different versions of the same electronic document to be maintained so that the most current is always visible first.

Document Management Solutions in Scotland

When a small business software has features that help you manage key tasks efficiently and with ease, you can rest assured that adopting it will help you achieve your business goals and propel your organisation towards growth in the long term.If you would like to hear more about any of these tips or hear about our document management solutions then please feel free to get in touch with us today.

Document Management Solutions Scotland

About incovo

incovo is a communications technology integrator of category leading unified communications, infrastructure, integrated network solutions and document management solutions to small and mid-sized organisations throughout the UK. Our focus is creating dependable, cost effective business communications solutions for businesses that ensure a variety of methods of collaboration to meet the ever changing market conditions.

At incovo, we provide fast and effective support to all of our customers through our multichannel support network – allowing our customers to feel the benefits of compelling solutions that will enable their businesses to grow, tailored to their needs.