Printer Fleet Management

The start of a new school year has a way of turning “we need this printed soon” into “we need 1,500 copies by tomorrow.”

Schools often need to update enrollment packets, teachers need instructional materials, and administration has upcoming board meetings where they need to review the student handbook.

For schools that regularly outsource larger print jobs, situations like these can raise a reasonable question: Would it make more sense to bring some of our production printing in-house?

At Strategic Technology Partners of Texas (STPT), we work with schools and other organizations that are weighing this exact decision. Neither option is automatically better. Outsourcing can be convenient and cost-effective for occasional work, while in-house production printing can provide more control when print volume, turnaround times, and outsourcing expenses begin to grow.

Beyond cost, print volume is arguably the most crucial factor in deciding which printer or copier to purchase. Your monthly print volume helps determine whether your printer will be able to handle the amount your office prints each month.

Overusing a printer with too little capacity can lead to more service issues and premature wear. A machine built for far more volume than you need can also cost more than necessary. In both cases, the printer is poorly matched to the workload

Strategic Technology Partners of Texas has spent more than 40 years helping organizations choose and maintain office printers. We have seen how overlooking print volume can lead to avoidable service calls, downtime, and replacement costs.

Going paperless can seem like an impossible task for your business if you don’t know where to start.

Paper has been part of the modern workplace for centuries, but it's also one of the biggest sources of wasted time and money in many organizations. 

In the U.S. alone, offices go through approximately 12.1 trillion sheets of paper a year. 

Businesses can lose thousands of dollars every year due to time spent searching for misplaced documents, manually routing paperwork, and maintaining physical filing systems.

But going paperless doesn’t mean you throw away every filing cabinet overnight or eliminate printers altogether.

For many businesses, going paperless simply means replacing paper processes with smarter digital options.

Law firms generate a staggering amount of paperwork. From contracts and court filings to discovery documents and legal briefs. All these documents move through the office every day. And while many firms have embraced digital workflows, printing is still a vital part of legal work.

But when it comes to printing, every printed page carries both a cost and a responsibility.

A confidential document that’s left sitting on a printer could lead to client confidentiality issues. Plus, many firms can’t accurately track printing costs by client or matter, so it’s harder to recover expenses and understand where money is being spent.

As a print vendor with 40 years of experience helping organizations improve their print environment, we've seen how the right print management software can help law firms strengthen document security. It can also improve visibility into printing costs and simplify day-to-day workflows.

If your organization or business is managing multiple printers at once, even a small disruption can pose security and financial risks unless you have a centralized way to manage them.

Maybe a printer disappears from a user's computer, or a driver update causes compatibility issues. These issues can unnecessarily burden IT, especially as security requirements continue to rise across industries such as healthcare, education, legal services, and government.

The challenge is becoming more common as businesses continue moving more of their technology infrastructure to the cloud. According to Quocirca's MPS Landscape Report, 42% of organizations operating mixed, multi-vendor printer fleets say their biggest challenge is securing printing across a hybrid workforce.