How to Choose Output Management Software

06/03/2025

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:

Understanding the Importance of Output Management Software

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.

Key Features to Look for in Output Management Software

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:

  • User Authentication and Access Control: Ensuring that only authorized personnel can access sensitive documents is crucial for maintaining security and compliance.
  • Integration Capabilities: The software should integrate seamlessly with your existing IT infrastructure, including other business applications and hardware devices.
  • Mobile Accessibility: In an increasingly mobile world, having the ability to access and manage documents from any device, including smartphones and tablets, is essential.
  • Tracking Capabilities: Allowing an administrator to see who and when someone prints, copies, scans or faxes from a device.
  • Software / Printing Device Compatibility: Some output management software is designed for select brands of printing devices, while other software can connect to a wide range of brands. Make sure the software you choose is compatible with all of the devices in your printer fleet.

Comparing Top Output Management Software: uniFLOW vs. PaperCut

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.

How Output Management Software Enhances Security and Reduces Waste

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.

Making the Final Decision: Which Software is Right for Your Organization?

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!

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