Office Process Automation

Have you ever heard your boss say things like CMS, DMS and wondered what exactly it meant?

A CMS is one of the most commonly used digital tools. From individuals to businesses, organizations, and schools will use these tools. For businesses and organizations in particular, as teams grow and work becomes more digital and more remote, content chaos tends to grow right along with it.

At Strategic Technology Partners of Texas (STPT), we’ve spent nearly 40 years helping organizations manage not just printers, but the documents and content that flow through them every day. While we partner with Xerox and work closely with platforms like DocuShare, our job isn’t to push software. It’s to help businesses understand what they actually need, and just as importantly, what they don’t.

In this guide, we’ll break down what a CMS is, what problems it solves, how it differs from document-focused systems, and how to tell if a CMS is the right next step for your organization.

Think about how much time employees spend searching for information instead of doing their actual job. If you’re losing hours every week to shared drives, filing cabinets, email attachments, and “final_v7_REALLYFINAL.pdf,” it’s time for a change.

Most businesses don’t have a document problem because they lack documents. They have a document problem because they lack control.

Contracts live in inboxes. Records sit in boxes. Scanned forms are saved “somewhere on the network.” And when someone needs the right version, at the right time, it turns into a scavenger hunt.

If you walk into a growing business and see a different printer in every corner, with some new and some barely hanging on, you can usually guess what’s happening behind the scenes. It’s a situation where the print environment is managing the business, not the other way around.

And here’s a stat worth considering as you think about your office: organizations can waste up to 3% of their annual budget on unnecessary printing expenses. If your business doesn’t “own” the print environment, it can hurt your bottom line.

As businesses scale past 15+ devices, this problem will only get worse. A badly managed print environment can lead to costs rising, downtime becoming normal, IT getting buried in random printer tickets, and leadership starting to wonder, “Is this really the best we can do?”

If you’ve ever printed something sensitive like a tax form, a patient record, a student report, or even your own Social Security number, you’ve likely felt panic at the thought of leaving it sitting on a tray for anyone to see. It’s the same uneasy feeling many employees experience in busy workplaces where dozens of print jobs pile up, mix together, or get picked up by the wrong person entirely.

And with today’s mix of remote work, shared devices, and growing compliance demands, the stakes are much higher than a misplaced page.

At Strategic Technology Partners of Texas (STPT), we’ve spent nearly 40 years helping organizations tighten their print security and build workflows that protect confidential information at every step.

Printing is one of those things that quietly eats into your budget. You often don’t realize it until toner bills rise, supply closets overflow, and your IT team is repeatedly fixing jammed printers. For schools, hospitals, law firms, and busy offices, printing costs can take up 1-3% of yearly revenue. That’s thousands or even hundreds of thousands of dollars that could be better used elsewhere.

Many print vendors (like us) often see this issue. Businesses and organizations struggle to track their printing expenses accurately and identify areas where costs are being wasted.

If you’re managing dozens of printers and struggling to get a clear picture of who’s printing what, print management software might be the missing piece you’ve been looking for. It can help you not only print less, but also print smarter.