Simply put, a printing policy is a set of best practices to follow to ensure good print management. This print management tool must address a number of challenges such as reducing printing costs and environmental impact. It also includes the security of printed documents and sensitive data. Each company or organization has different needs and issues. As a result, the objectives and protocols established vary from one printing policy to another.To enforce your printing policy, equip yourself with a feature-rich print management software.
What’s in a printing policy ?
Of course, each company is free to establish measures that suit their needs. However, in order to have an effective printing policy, there are certain points that need to be mentioned.
Measures to reduce printing costs
One of the main reasons for setting up a printing policy is to control printing costs. Indeed, a printing fleet can generate important costs, one of the major sources of which is the waste of consumables. We also mention the number of printing peripherals (printers, copiers, multifunction devices) which are not compatible with the printing volume. To address these sources of expense, establish a printing policy that limits printing activities. Also, make sure your print fleet has printing equipment commensurate with print volume. By enforcing these measures, a printing policy can help control your print budget and save money.To go further, find out what are the hidden costs of a print fleet.
Data and document security measures
Depending on the nature of your business, your company or organization may handle sensitive and confidential documents. If this is the case, protecting print data should be at the heart of your print strategy. This requires establishing strict security measures or protocols. For electronic files, encryption is recommended to prevent data loss or theft. For printed documents, control and monitoring of the print flow is required. For this purpose, print management software should be used. This tool allows to launch a secure printing thanks to its functionalities. These include real-time monitoring, technical alerts and a user authentication system.
Measures on productivity optimization
Start-up, SME or large group, productivity is a priority for all companies. All services are concerned, including printing services. To optimize your printing fleet, you need to implement practices to make printing work easy and fast, such as mobile printing. In practice, ask yourself what is the ideal solution to save time and maximize productivity? Should users be free to use all the features of the printing system or should certain features be restricted? The answer will vary depending on your business needs. In any case, plan a period of awareness and training to allow employees to assimilate the new printing policy.
Environmental impact measures
Nowadays, the issue of environmental impact is a priority for companies in all sectors. The objective is to limit as much as possible the carbon footprint conveyed by your structure in order not to be labeled as a polluting company. To do this, it is necessary to adopt an ecologically responsible printing activity. Here, the printing policy must regulate the volume of printing of the company over a given period. To reduce the use of printed documents, proceed with dematerialization of business documents. This is ideal for achieving a “zero paper” objective. In addition, think about the energy consumption of printers as well. Get printing devices with good energy performance.To make the most of your printing policy, equip yourself with the KPAX solution.