Print software can have an enormous impact on your business. From reducing printing costs, managing print permissions or monitoring device usage, print management software has a variety of possible uses. However, this broad array of functionality can make choosing the right print management software package daunting.
That’s why our print software experts put together a list of questions you can ask when looking add a print management software program to your print environment. By answering these questions, you will be able to clearly communicate your needs when talking to a potential software provider.
What do you want to track?
Are you looking to monitor basic usage across your whole fleet or do you want a program that can track use by device and/or department? Certain software solutions have more in-depth features that add greater tracking capabilities.
What is the size of your print fleet?
If you have just one printer in your office, then the software you will need will be much different than an organization with 500+ devices.
Is secure printing important?
Compliance is an important word in today’s business world. With everything from HIPAA to privacy standards, many organizations have realized that their printers are the weakest link in their security chain. If this is a concern you have, then your best-fit print software needs to have features like secure print release or pull printing.
Do you have environmental sustainability metrics?
Organizations looking to go green or reduce paper waste often use print software to monitor usage and look for opportunities to eliminate paper waste. Furthermore, fleet management options often include the ability to enforce fleet-wide options, such as default black and white or duplex printing. If environmental impact is important to you, ask for a software with these features.
Do you need to convert existing documents into a digital format?
Keeping track off a trove of paper documents can be time and space consuming. Converting your records into a digital format with OCR technology can prevent headaches down the road when you are trying to locate a specific document. If you have a lot of paper document or records you want to convert, you will want a software package with built-in OCR capabilities
Does your industry have unique compliance standards?
Some professions, such as healthcare or legal services have special compliance or document management procedures. For example, legal services often require a print management software, like GlobalScan NX™, with built-in Bates stamping abilities.
Are you ready to add print software to your office’s arsenal of tools? Our office technology experts will work with you to find a print management software tailored to your individual needs and budget. Contact us today to get started!