One such area where simple changes can have a big impact is your print environment. For most organisations printing is an expensive cost, so you’ll want to make sure you're devices are running efficiently, your staff are printing responsibly and you’re getting a good deal from your print supplier.
That’s where we come in.
As with any change, the most important step is the one you take first. When it comes to transforming your print infrastructure the first step has to be a free Digicorp Print Audit.
What is a Print Audit?
A Print Audit enables businesses to understand how effective the current print infrastructure is. It involves reviewing the technology currently in place and carrying out an on-site survey of all devices to identify:
- Output volumes
- Location of all devices
- The most over utilised machines
- Visibility of staff behaviours
- Failing or broken devices
- Cost of your entire print environment
On the back of the Print Audit recommendations for rationalising the print fleet and improving efficiency are made. Digicorp will provide you with a full report to take to your key stakeholders detailing the finding of our investigation along with a strategy to reduce costs, improve efficiency and maximise productivity.
4 ways your business can benefit from a Print Audit
Uncover hidden print costs
One of the top reasons to conduct a Print Audit is to review the current print set-up and identify what you’re spending and where you can improve processes in order to save money.
We can all agree that paying for something that has no value or is never used is a problem. As part of the Print Audit, we’ll produce a report highlighting the location of your most over and underutilised devices and any broken machines. By consolidating the print fleet, removing unnecessary technology, replacing failing devices or in some cases simply swapping the location of legacy devices (i.e. if your finance department print a ton more than your service department why not swap the machines around and gain maximum efficiency from both devices) you can make immediate hardware savings.
The other thing to consider is the cost of time and resource. If your IT department is constantly attending to the needs of a frustrated marketing team who can’t work out why their (pre-historic) printer isn’t working, you have a problem. We know you’re IT department have more valuable things to be doing. The recommendations made off the back of a Print Audit will help you identify problem devices and suggest better-suited technology for the user's needs. In addition, managed print providers such as Digicorp will offer service packages. One quick call to our UK-based helpdesk and an engineer will be onsite to deal with the problem for you.
Reduce print volumes and become greener
Perhaps the most difficult thing for most organisations is the lack of visibility and control they have over the print infrastructure. Do you know the volume of prints each employee does over the year? How many times do you walk past an MFD (Multifunctional Device) to find a whole load of wasted paper just sitting in the output tray?
Whilst we can’t always narrow down to individuals, a Print Audit can give you a good idea of print volumes per device and department. From these findings, we can then recommend simple policies that can be enforced to reduce paper volumes. For example, default to duplex can save on the number of pages printed and mono printing can reduce ink consumption. Simple rules like this can slash the cost of consumables in half.
Often following a Print Audit, particularly where staff have been found to be very careless and wasteful with their printing habits, organisations will opt for Secure Print Software. This requires employees to authenticate themselves at a device (entering a pin number or swiping a card) before releasing a document. Any print outs that are not released within 24 hours automatically delete and therefore cease to exist. What's more it enables you to track print volumes per individual and hold staff accountable for their actions.
The main positive that can be taken from this part of the Print Audit is environmental awareness. With more visibility, it’s easier to put measures in place to become greener.
Make your print infrastructure more secure
In the digital age, robust security is a must-have, yet all too often print technology goes overlooked. As part of your Print Audit, we’ll do a full security analysis and give you insight into the gaps within your print and operational processes that could be putting your organisation at risk.
Common problems that we encounter during a Print Audit:
- Storage of sensitive data on the printer hard disks (everything sent to print is stored in the printer's memory)
- Possibility of unauthorised access and theft of components
- Private documents left In printer output trays being seen by unauthorised persons
- Employees accidentally collecting other people’s documents from printers (potential security breach)
- Bin-it culture – carelessly throwing away disregarded sensitive documents
- Easy access to filing cabinets full of old documentation
Regularly clearing your device's memory and implementing permissions for print, scan and email (using a secure print release feature, built into most MFDs) couldn’t be simpler to do and could really protect your most confidential assets.
Create a business case for change
The purpose of a Print Audit is to equip you with the knowledge to create a business case for change. Once you have buy-in from key stakeholder you can really put the wheels into motion and start your print strategy off on the right foot. From our experience companies with a print strategy will notice long-term savings of up to 40%.
Once you have your full Print Audit report and are aware of your companies printing habits and costs, it becomes easier to benchmark these amounts and monitor them in the future.
Get in touch
Knowledge is power! How can you make good business decisions and come up with a great print strategy if you don’t have a clear picture of where you currently stand. Discover what you’re really spending on print and how you can cut costs, get in touch on 020 3929 3003 to arrange your free Print Audit.