A Guide to the Best Print Management Software

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Modern printers, copiers and multifunction devices have become more and more powerful with each generation. But if you manage a fleet of printers, how do you harness and control all those capabilities?

For many organizations, the answer is implementing print management software. Print management software coordinates all processes that take place on a printer fleet and optimizes print jobs across an organization. 

Keep reading to understand the benefits of print management software and how it can help streamline your organization’s print environment.

What is Print Management Software?

Print management software is technology that’s configured with an organization’s printer fleet and network to help unify its print environment. The software helps manage print devices, streamline workflows and provide insights into how printers are used. With its extensive data-driven insights, print management software can help inform how print and document security policies are developed and implemented, and encourage and reinforce good behavior. 

For example, print management software can require a PIN to print at the device, automatically route large jobs to dedicated high-speed printers, display popups to ask users to confirm single-sided output, or automatically stop print jobs with incorrect paper sizes.

Benefits of Print Management Software

Managed print software solutions are ideal for enterprises and can be used to manage a variety of printing tasks for large networks of printers. Properly executed print management tools can help an organization: 

  • Monitor and optimize the day-to-day management of printing, copying and scanning
  • Enhance security through the use of pull-printing, badge readers and two-factor authentication
  • Provide real-time reporting capabilities to audit and track usage, toner levels and user behaviors
  • Set and measure goals and objectives for their print environment 
  • Determine social responsibility targets to help reach environmental goals 
  • Realize cost savings
  • Reduce paper waste and abandoned documents on printers

The Top Print Management Solutions

There are dozens of software solutions available, but we’ll focus on two industry leaders that we’ve found work best with various printer brands: PaperCut and uniFLOW.

PaperCut Print Management Software

PaperCut is one of the most popular print management software packages for print tracking and identifying wasted resources. It is compatible with multiple printer brands, some of which include: 

  • Brother
  • Epson
  • Canon
  • Konica Minolta
  • HP
  • Lexmark
  • Ricoh
  • Xerox
  • And others

If your staff works remotely with a professional device, they can scan, batch and file documents, process them in the cloud and validate them from their desk. Thanks to pre-populated file names and metadata, it’s fast and straightforward to search and retrieve documents when they are needed. Papercut also includes over 50 one-click reports available for online viewing, printing or export, and delivers all the benefits noted previously. 

uniFLOW Print Management Software

UniFLOW print management software is another powerful tool. It’s comparable to PaperCut and delivers similar functionalities. It differs from PaperCut, however, in that it was designed specifically for Canon printers and is fully integrated from the start. It offers a cloud-based solution as well as on-premise software services; this means documents can be scanned directly from devices and into your business workflows. Once authenticated, users can scan documents and enter them into a project, no matter where they are on the company network.

With uniFLOW, users can scan documents and send them via email or directly into a folder or backend system, including Microsoft SharePoint, OneDrive, Google Drive, Evernote and Dropbox. uniFLOW Online also offers preconfigured scan workflows which are ideal for scanning batches of repetitive documents and operation records like orders, invoices, picking lists and delivery notes. uniFLOW Online will detect different file types, split each batch and even create the document title or populate metadata.

It’s important to note that both PaperCut and UniFLOW software packages will work with multiple printer brands, but if you have a Canon printer, it makes sense to go with UniFLOW as it will offer additional features exclusive to Canon.

RELATED: Compare PaperCut vs. uniFLOW Print Management

Don’t Forget a Crucial Element of Print Management

There’s more to managing a printer fleet than installing reliable hardware and software. It’s critical to consider your overall approach to print management and the role that printers can play in helping you reach your business goals.

The Managed Print Services (MPS) programs offered by Gordon Flesch Company are designed to help businesses streamline their technology and minimize costs associated with printing and imaging. The purpose of managed print services is to: 

  • Reduce total print costs and paper waste
  • Reduce the number of devices
  • Reduce cybersecurity risks and internal threats
  • Reduce the number of manufacturers and models
  • Reduce IT time spent dealing with devices 
  • Reduce the number of vendors
  • Reduce the headache of managing print devices

Still not convinced that Managed Print can make that big of a difference? Check out our infographic to dig deeper.

Each business has unique printing needs, and managed print services software and the right team of print specialists are important to save your business money and manage workflows. For a free, no-obligation consultation on how to implement print management software and improve your business technology environment, contact us today

Benefits of managed print services infographic CTA

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