IT managers see the wisdom in standardizing desktops, servers and other network equipment. Standards bring predictability and reduce security risks. Standards simplify management.

Do You Have a Document Output Standard?

Many organizations do not yet have a standard for document output (printers, copiers and multifunction systems). While you may control your network printers, there may be other non-standard copier-based devices on your network acquired through previous analog copier contract that could present unnecessary costs and risks including security and compliance.

Creating a standard for document output helps you control your network, reduce support costs and minimize security risks. Learn more on this site and contact us today to learn more about standardizing your document output device fleet.

The Risks

Document output devices like printers and multifunction copiers can present significant risks to an IT infrastructure:

•  Control
  Without the ability to manage printers from a central location, additional costs are incurred to visit printers and multifunction systems in the field. 
  
• Support
  Updating print drivers for multiple brands of devices causes unnecessary support costs and creates the opportunity for device conflict. Training help desk staff to answer questions on these machines and their drivers adds additional work.
  
• Tracking
  You track outbound emails. However, can you track print and copy usage? New eDiscovery regulations mandate production of both documents and meta-data related to those documents. Not being able to track print usage may present an extra legal liability.
  
• Compliance
  Government regulations mandate tight control of email communication. In particular, outbound email communications need to be authenticated and tracked. Scan to email features on copier-based devices may not be integrated with your Exchange Server to authenticate and track outbound emails, presenting notable security risks.
  
• Security
  Most multifunction devices are essentially computers. Unmanaged, these systems could provide a back door into your network, presenting multiple security risks. At a basic level, user authentication against Active Directory eliminates the possibility of unauthorized access to network services.

The Benefits of Standardizing

We specialize in helping IT departments create and deploy document output standards. As a Hewlett-Packard Office Printing Solutions partner, we are equipped to help you standardize and secure your fleet of printers and multifunction systems.

Here’s how we do it:

•  Implementing WebJet Admin as a central control portal for printers and multifunction systems
•  Standardizing on HP’s Universal Print Driver to drive all devices
• Developing a balanced deployment of HP printers and multifunction systems
• Installing print tracking software
•  Ensuring user authentication and Exchange integration is configured

To make your job even easier, you can outsource the management of your fleet to our team of trained professionals. We can take care of printer service, supply replenishment and preventative maintenance. We can even act as your help desk for end user questions.

To learn more about how you could benefit from our document output standardization strategy, contact us today.