Uncovering the Hidden Costs of Printing
Printing can be deceptively expensive. For mid-to-large organizations, unmanaged print environments can lead to excessive printing, inefficient workflows, and skyrocketing supply and maintenance costs.
For example, it’s estimated that the average employee prints around 10,000 pages annually, at an average cost of $0.03–$0.06 per page. In a 250-person organization, that adds up to $75,000 to $150,000 per year—and that’s before factoring in equipment maintenance, toner, and wasted prints.
Organizations that fail to manage their print infrastructure risk:
- Unnecessary printing of non-essential documents
- Overuse of costly color printing
- Lack of visibility into usage patterns
- High maintenance costs from outdated or underused devices
- Inefficiencies tied to manual processes and paper-based records
These issues not only inflate costs but also tie up time and resources that could be better spent on strategic initiatives.
The Smarter Way Forward: Managed Print Services
Managed Print Services (MPS) is a proven approach to controlling and optimizing print environments. MPS begins with an in-depth assessment of your current print usage and infrastructure, followed by a customized strategy to consolidate, automate, and streamline.
Key Benefits:
- Cost Control: Eliminate unnecessary devices, right-size your fleet, and reduce print volumes through usage rules (e.g., duplex printing, B&W default).
- User Accountability: Track print activity by department or individual to gain visibility and reduce waste.
- Predictable Maintenance: Proactive monitoring helps avoid downtime and minimizes surprise service costs.
Secure Document Scanning & Digitization
Another major cost-saver? Moving away from paper altogether. Digitizing your documents can dramatically cut storage needs, improve access to information, and reduce the need to print in the first place.
Secure document scanning and digitization transforms paper records into searchable, digital files — keeping your data secure and improving workflow efficiency.
Digitization Benefits:
- Improved accessibility and data retrieval
- Enhanced document security with permission-based access
- Reduced physical storage needs
- Lower risk of data loss due to damage or misfiling
- Disaster Recovery Efforts
Empowering Employees to Print Smarter
Technology is only part of the solution. Employee behavior plays a major role in print costs. Organizations that implement print policies and training often see dramatic reductions in waste.
Consider:
- Encouraging digital sharing and review processes
- Educating staff on cost impacts of color vs. black & white printing
- Requiring user authentication to release print jobs, cutting down on abandoned printouts
Real Results, Real Savings
Organizations that take a strategic approach to print management often realize cost savings of up to 30–50% within the first year. That’s money that can be reinvested into business growth, technology upgrades, or workforce development.
Ready to Take Control of Your Print Environment?
At Higher Information Group, we help organizations simplify print management, secure sensitive documents, and digitize their workflows for long-term efficiency and savings.
Let’s start with a conversation. Contact us today to schedule your free print environment assessment.
