Consider the risks of not having managed print services

Did you know 50 percent of employees regularly see confidential documents abandoned on the printer?

By Dan Larkin
Tuesday, January 5, 2016

You have printers (if you don’t, this blog isn’t for you); maybe a modest 5-8 scattered around your office, or perhaps 250+, spread across several office locations. Regardless of your printer fleet’s size – management of these assets has become an essential piece of IT operations in businesses of all shapes and sizes. While we talk about the benefits of managed print services (MPS) a lot –and you can find some of those here and here – I wanted to spend some time talking about the risks of NOT effectively managing your print devices.

Konica Minolta has crafted an excellent infographic visually presenting the risks you take if you choose not to manage your printer fleet. Take a look:

It basically comes down to two things: security and sustainability. Both are important initiatives that help your organization operate more effectively and efficiently.


Every organization has secure information being printed – some more so than others. For industries such as healthcare, legal and government, security policies and practices are non-negotiable. In businesses where security is less high-risk, there is still secure data and information that needs to be protected. Managed Print Services can address both levels of need.

From patient data to employee salaries, confidentiality is a business matter to take seriously. Here are the solutions we might recommend (dependent on the unique needs and situation at your organization):

·       Personal Printers: While normally we discourage the use of personal printers, we do believe they have their place in certain circumstances - security being one of those. If specific employees or departments (finance or HR for example) print an excess amount of confidential information, one way to add a level of security is giving them personal or departmental printers only they have access to.

·       User Boxes / ID Scanners: These solutions require the user to “sign in” at the printer when they are ready to pick up their printed project. This eliminates all the waste caused by users forgetting to claim the jobs they sent to the printer.

·       Hard Drive Encryption: Because printers today a) save copies on their internal hard drives and b) are connected to a network, they require extra security measures to ensure safe protection of the data stored and accessed through them. Hard drive encryption eliminates this risk.


Printers, like every piece of technology, use energy and resources. While MPS can’t eliminate that need, it can help optimize and streamline how much is used. In addition to the points made in Konica Minolta’s infographic, I’d like to point out that managed print services can help in reducing the amount of excess paper and other supplies consumed.

Additional solutions include:

·       Monitoring Software: determine where the most prints are being produced, and then we can follow up to see how much of that is necessary or where modifications can be made.

·       User Boxes / IDs: requiring users to check-in to the printer when they pick up their prints can greatly reduce the waste that occurs at most print devices in offices. (You know those piles of unclaimed print projects that build next to your printer, and are eventually tossed or recycled.)

See these risks eliminated in real life by watching this CentraCare case study. In addition, you’ll also see the benefits they’ve experienced as a result of managed print services.

Ready to explore how MPS could enhance your security and sustainability? Get started by talking with a Marco print specialist: