Think about it; paper, ink, toner, energy, service, hardware, networking and floor space have recurring expenses attached. All too often these costs associated with printing and copying are overlooked. Then, suddenly at the end of the year when all is said and done, a friendly accountant delivers the bad news. Print and copy related costs made up about 15% of your company’s overall expenditures.

Thanks to technology there are simple ways to reduce printing costs no matter the size of your office. But what if you’re not an office? What if you’re a public or private institution – where people walk in and use your network, printing and copying facilities for free? Yikes!

Saves Money

If the average office spends $200 per employee per year for printing and copying usage, imagine the yearly expenses incurred by a college computer lab or city library where endless streams of people copy and print documents without a second thought. Sierra, a state college, was one of the last in California to implement a pay-for-print solution. Their number one reason: the $100,000.00 per year in print related costs – including an excessive amount of wasted paper.

Saves Trees

Pay-for-print allows organizations and institutions to save money while simultaneously providing more secure print and copying environments for users. Putting a cost on printed pages automatically raises awareness, which in turn cuts waste making the other big benefit environmental.

Saves Time

For those who haven’t adopted pay-for-print, the biggest barrier to making the transition is time. Most carry a misconception that it takes an enormous amount of human resources to manage, implement and maintain the pay-for-print system. But that’s not the case.

Pay-for-Print is Right for (almost) Everyone

Libraries, print and copy centers, computer labs at colleges and universities, courthouses and business centers such as the ones found inside hotels are benefiting greatly from self-serve payment kiosks. These devices are hardware neutral and user friendly with intuitive touch screens. Payment can be made with credit, debit or student ID cards and documents are retrieved via email, USB or cloud-based storage accounts like Google Drive and Dropbox.

Businesses, especially larger and enterprise organizations with many departments that share printing and copy resources can also benefit from a version of pay-for-print software. No, not actually forcing employees to pay for printing, but holding them accountable for what they do print. As we mentioned, 15% of the typical company’s annual spend is made up from print and copy related expenses all of which can be reduced.

Education and awareness help but it is accountability that drives change. Printing and copying can be tracked to each department. And other features enable the hardware to require passwords, prevent emails from being printed, force duplex printing and restrict color ink and toner usage. Reports can be generated to breakdown departments and devices accessing the resources and the system even tracks overall savings.

Let’s get started!

There are many pay-for-print solutions to choose from. To narrow the options, think about the features you might want. Will you allow users to print from their mobile devices? Or how about the types of reports and level of detail you need, user interface complexity, self-serve or full-serve payment options or both, and whether you’re using printing and copying as a profit center or simply passing through costs.

If pay-for-print is good idea for your organization and you’re looking for more information on which solution will meet your needs, Contact us. We’re happy to help!