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4 Signs It's Time to Consider a Print Management Solution on Campus


Exploring ways to print, scan, and share documents efficiently, securely, and to regain accurate visibility of print costs? It helps you put more time into forward-thinking initiatives that ultimately benefit your classrooms.

It’s one of the most memorable slogans in education — “A mind is a terrible thing to waste.”

  • But what about wasted paper?
  • What about wasted costs related to excessive printing?
  • What about wasted time on print-related maintenance?
  • What about wasted opportunities to shore up your print security? 

Within the collective efforts of superintendents, IT personnel, and administrators to maximize spend to ensure a secure and forward-focused education environment, Print Management suddenly becomes a relevant topic. Exploring ways to print, scan, and share documents efficiently, securely, and to regain accurate visibility of print costs? That doesn’t just help manage print and budgets. It helps you put more time into forward-thinking initiatives that ultimately benefit your classrooms. A few questions to consider:

  • How much visibility does your district have into printing habits?
  • How easily do students and teachers print from the flurry of devices available in the classroom?
  • How confident are you in accounting for student privacy laws governed by HIPAA and FERPA?
  • Is it time to consider a print management engagement?

4 Signs It Might Be Time to Consider Print Management Solution at your School

1. Print Costs (and wasted jobs) are piling on.

According to PaperCut Print Management provider PaperCut, an average student wastes 3,200 sheets of paper every year.

Teachers track grades as a means to monitor progress and ultimate student results. To ensure that schools control costs and reduce waste, they must first visualize how the printing budget is being spent. The ability to track, assess, and chargeback all printing, copying, scanning, and faxing costs on any enabled device is key in discovering real savings.

Setting up cost centers by department, by campus, or otherwise, and billing back to each group offers visibility and accountability

2. Printing from "Anywhere" is anything but easy.

In today's classroom, students are on the move, and they're taking their tablets and mobile devices with them. 

With remote printing via smartphone or tablet, Regardless of their physical location, your users can leverage their compatible smartphones or tablets to submit and release their print jobs in a managed setting. Whatever the preferred method your user chooses to submit a job, it will appear in their personal Secure Print queue, they’ll be accounted for, and charged back correctly.

3. Print drivers are driving you all over the district (and just driving you nuts).

Do you have a number of printer models spread across multiple campuses? 

Printer issues are burdensome enough. 23 percent of all IT help desk calls are printer-related, according to the International Data Corporation. Pile on top of that the IT Administrator hustling from one campus to another to keep track of 

With Universal Driver Management-enabled Print Management, imagine one system, one set of rules, and one universal print driver district-wide. It’s that simple.

4. Security/Compliance concerns are looming. 

Poor information security can lead to costly consequences.  First off, it's expensive. according to a 2019 survey conducted by Ponemon, the average total cost of a data breach in education is $4.77 million. Secondly, schools are more vulnerable as they continue to transition to online instruction and testing, storing increasing amounts of personally identifiable information (PII).

 Printers and printed documents can be a weak link in an organization’s security strategy. According to an e.Republic survey, 96% of most districts still use local copiers, and nearly half lack a district print center. From access control, document security, data protection, and network security, a print management solution coordinates all the print, scan, fax, and share processes in a school or office.

Ready to dig deeper? Our Datamax eBook "K-12 Print Management: 12 Relevant Capabilities and Cost-Saving Controls" was created with Superintendents, IT Directors, and Accounting in mind. It shares ways your district, empowered by Print Management, can manage necessary print AND maximize necessary budgets. Click to download it below!



Topics: Print Management Education Multifunction Copier