Choosing the right output management software is a big step that can really boost your organization's efficiency, tighten up security and save costs. By bringing in output management software that fits well with your needs, you can streamline how documents flow through your system and keep sensitive information safe from unauthorized access.
This decision not only helps you use resources more wisely and reduce waste but also prepares your organization to quickly adapt to changing business needs, ultimately supporting sustainable growth and giving you a competitive edge in the market.
To help you navigate the selection process and make the most informed decision, the following guide outlines key areas to consider:
In today's fast-paced business environment, managing documents efficiently is crucial for maintaining productivity, ensuring regulatory compliance and safeguarding sensitive information.
Output management software can be added to an organization’s printer fleet to help manage devices, streamline workflows and provide use data. Analysis of this data is key to set effective document security policies and reinforce cost efficient print fleet use.
When evaluating output management software options, it’s important to consider several key features that can significantly impact your organization’s efficiency and security. These include:
Two leading output management solutions in the market are uniFLOW and PaperCut. Both offer comprehensive features to manage and optimize print environments, but they have distinct differences worth noting.
Developed by Canon, uniFLOW is particularly well-suited for organizations using Canon devices due to its native integration. However, this software is also compatible with Lexmark, HP, Konica and Xerox devices.
It offers robust features such as secure printing, cost tracking and advanced reporting capabilities. Whether you are searching for a cloud-based or on-premise option, uniFLOW provides flexibility for different business needs.
PaperCut, is an independent solution designed to work with a universal range of printer brands, making it a common choice for large mixed-brand printer fleets. PaperCut supports mobile printing and offers over 50 one-click reports for comprehensive data analysis. Its versatility and compatibility with various devices make it an excellent choice for diverse print environments.
Implementing output management software significantly enhances print security and reduces paper and toner waste. Features like secure printing, where print jobs are held in a queue until the user authenticates at the device, prevent unauthorized access to sensitive documents. This 'pull printing' mechanism ensures that documents are only released when the authorized user is present, reducing the risk of information leaks.
Additionally, output management software solutions enable better control over printing policies, such as enforcing double-sided printing or limiting device access to specific users or departments. These measures help reduce unnecessary printing, leading to cost savings and a smaller environmental footprint. Real-time monitoring and reporting also provide insights into printing behaviors, allowing organizations to identify areas for improvement and implement more efficient practices.
Choosing the right output management software depends on your organization’s specific needs and existing infrastructure.
If your organization primarily uses Canon devices, uniFLOW’s seamless integration and Canon-specific features make it a logical choice. Its robust security measures and comprehensive reporting capabilities can significantly enhance your print environment’s efficiency and security.
For organizations with a diverse range of printer brands, PaperCut’s versatility and extensive compatibility make it an excellent option.
Ultimately, conducting a thorough assessment of your organization's requirements and existing infrastructure is crucial. Engaging with a knowledgeable Managed Print Services provider such as Gordon Flesch Company can help you navigate the decision-making process and ensure you select the best solution to meet your needs. Our expertise in Managed Print can help you achieve greater efficiency, security and cost savings. Contact us to learn more!
