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Last updated on 2024年5月2日

What are the key features to look for in a print management software?

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Print management software is a tool that helps you optimize, monitor, and control your print environment. It can help you reduce costs, improve efficiency, enhance security, and support sustainability goals. But how do you choose the right print management software for your needs? Here are some key features to look for when evaluating different options.

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Johan Peereboom

Sales Director at OneXillium | Dé partner voor het veilig inrichten van digitale processen | Security Awareness |…

1 Compatibility and integration

You want a print management software that works seamlessly with your existing devices, network, and applications. It should support a variety of printer models, brands, and drivers, as well as different operating systems and platforms. It should also integrate with your IT infrastructure, such as your directory service, authentication system, and cloud services. This way, you can avoid compatibility issues, simplify installation and maintenance, and leverage your existing resources.

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Mark Goulding

Managed Print Director at Urban Network UK
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Simple to install and none intrusive on the client's network. Must give a good value for the data collected, toner coverage and deployment of devices.

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James Lawlor

Vice President Sales , North America @ Arden Software
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In my experience the print management software should integrate into prepress software systems that can preflight and correct incoming artwork for new jobs and track artwork before it become an estimate or order.

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2 Scalability and flexibility

You want a print management software that can grow and adapt with your business. It should be able to handle multiple locations, users, and devices, as well as varying workloads and demands. It should also offer flexible deployment options, such as on-premise, cloud-based, or hybrid. This way, you can scale up or down as needed, and choose the best option for your budget, security, and performance requirements.

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Johan Peereboom

Sales Director at OneXillium | Dé partner voor het veilig inrichten van digitale processen | Security Awareness | Enterprise Information Management | Managed Print Services | building delight
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Many organizations currently still have an on-premise infrastructure, but will switch to the cloud in the coming years. The print management solution must be so flexible that you do not have to invest in new licenses when the switch to the cloud is made.

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3 Reporting and analytics

You want a print management software that gives you insight into your print environment. It should provide comprehensive and customizable reports and dashboards, covering aspects such as usage, costs, trends, and anomalies. It should also offer analytics and recommendations, such as identifying waste, inefficiencies, and savings opportunities. This way, you can track and measure your print performance, and make data-driven decisions to optimize your print strategy.

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Johan Peereboom

Sales Director at OneXillium | Dé partner voor het veilig inrichten van digitale processen | Security Awareness | Enterprise Information Management | Managed Print Services | building delight
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Most printmanagement solutions offer a wide range of reports. The best solutions include reports and analytics of home-devices, sustainability and cost saving opportunities.

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4 Security and compliance

You want a print management software that protects your print data and devices. It should offer features such as encryption, authentication, authorization, audit trails, and device management. It should also comply with relevant standards and regulations, such as GDPR, HIPAA, and PCI DSS. This way, you can prevent unauthorized access, data breaches, and legal risks, and ensure your print environment is secure and compliant.

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5 Sustainability and efficiency

You want a print management software that supports your sustainability and efficiency goals. It should offer features such as duplex printing, toner saving, print quotas, print policies, and print release. It should also help you reduce paper, energy, and carbon footprint, as well as optimize your printer fleet and consumables. This way, you can save money, resources, and the environment, and improve your corporate social responsibility.

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Johan Peereboom

Sales Director at OneXillium | Dé partner voor het veilig inrichten van digitale processen | Security Awareness | Enterprise Information Management | Managed Print Services | building delight
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Most printmanagement solutions offer the standard sustainability solutions like duplex printing, print quotas, print policies and follow me. On average this helps you reduce printvolumes with 30%. The best printmanagement solutions offer user analytics. Employees get insights of there usage vs the company standards and they're able to earn "green points". This gamification helps to improve sustainability.

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6 User experience and support

You want a print management software that delivers a positive user experience and support. It should offer features such as easy installation, configuration, and management, as well as intuitive and user-friendly interfaces. It should also provide reliable and responsive technical support, such as online help, documentation, FAQs, and customer service. This way, you can ensure your print management software is easy to use and maintain, and resolve any issues quickly and effectively.

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Johan Peereboom

Sales Director at OneXillium | Dé partner voor het veilig inrichten van digitale processen | Security Awareness | Enterprise Information Management | Managed Print Services | building delight
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When implementing a printmanagement solution there is a lot of resistance from users because they've to sign-on to get the prints. But single sign on offers a major benefit for your employees in scanning direct to mail and applications like onedrive, sharepoint, crm and erp solutions.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What are the key features to look for in a print management software?

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1 Compatibility and integration

2 Scalability and flexibility

3 Reporting and analytics

4 Security and compliance

5 Sustainability and efficiency

6 User experience and support

7 Here’s what else to consider

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