The TDSIT Blog

How Can A Print Driver Help Your Business?

Posted by Tim Stanley on Wed, Jul 16, 2014 @ 11:04 AM

print driverPrint drivers are pieces of software designed to help printers on your network connect and work within your office environment.  Different makes and models of printers each have different print drivers, and the capabilities of those print drivers can vary greatly.

When many types of printers are used in a business office, the IT support group may find the management and support of all the different print drivers to be challenging.

Before investing in new printing technology or any sophisticated software products to help with print management, consider looking at the print driver features and options that are available.

Some of the options to consider include:

  • User restrictions including number of copies, color printing, and document file types
  • Application defaults so that certain types of documents are only allowed to print in black & white.  For example Outlook emails when printed default to black and white
  • Job status information to provide users with updates on whether their particular print job has completed or if there are problems
  • Double sided versus single sided default printing in order to save paper for green eco-friendly initiatives

While most printer drivers seem like small insignificant pieces of software, they can be extremely helpful in reducing the expense of office printing.

To reduce the challenges that many IT groups face with supporting multiple print drivers, businesses are moving to the advantages of more intelligent print drivers.  The benefits for intelligent print drivers can save a business time and money by enforcing consistent print policies, allowing easier maintenance and support, and better managing the use of toner and paper supplies.

To find out how much your business spends on print, click here for your free print assessment: 

Print Assessment

Tags: control print costs, TDSIT, total cost of printing, Print driver

Mobile Print Is Changing the Way We Do Business - Are You Ready?

Posted by Tim Stanley on Mon, Mar 31, 2014 @ 02:42 PM

TDS mobile printingThe evolution of printing began in 3,000 BC, and since then dozens of types and styles have been developed to meet the needs and demands of the current marketplace. In today’s world of BYOD (bring your own devices), printing has evolved in a whole new direction to accommodate those who want or need to print while on the go, without being tied to a desk or a printer. Read on to find out more about mobile print, and how it’s changing the face of printing today.

THE BYOD TREND

There was once a time when all technology from pagers to cellular phones were managed by IT personnel, but the trend has since shifted towards employees using their own preferred devices such as smartphones, laptops and tablets, to share data both inside and outside the office environment.

WHAT IS MOBILE PRINT?

Until very recently, the printing of documents or images could only be achieved with a direct link between a computer and a printer. This means employees would need to be physically in the office environment to perform this task, and for those who take their business on the road, the additional miles and time logged can add up quickly. Thanks to the development of mobile print technology, anyone with an email enabled device is free to print at the time and location that is most convenient to them.

KEY FEATURES

Ease of use. With no software to download, users can take advantage of mobile print from any email enabled device with just three easy steps:

1)    Send the print job via email.
2)    Open the confirmation email received.
3)    Choose the location you wish to print, and upon arrival, select Mobile Print from the MFP’s print menu, input the security code received in the confirmation email and hit print.  

Convenience. Whether users are out of town or simply between office locations, they are able to access mobile print.

Security. Rather than entrusting a third party to handle documents, allowing access to sensitive information, mobile printing allows the user to be hands on, eliminating the risk completely. The secure confirmation code is unique to the user and can be reset on demand if needed.

BENEFITS

Controlled costs. Print costs and usage are hard to control in most work environments, with multiple users and machines. Mobile print allows each organization to see exactly where the money is being spent, and make adjustments accordingly.

Reduced carbon footprint. Less travel time, vehicle emissions and paper usage can be realized through a more controlled approach to printing.

Flexibility. All of the following file formats are supported by this technology:

  • Microsoft PowerPoint, Word and Excel
  • PDF files
  • Text and rich text
  • JPEG’s
  • HTML email

RISKS

Mobile print technology is not without risks; because of the prevalence of employee owned devices, the risk of malware, a breach in security or financial exposure exists. Employees must be educated on the risks and the solutions to protect the integrity of the organization.

Printing solutions have done well in the past to keep up with the demand from consumers. With the recent trend in mobile devices among the workforce, developing the software that enables those out in field to print from where and when they desire frees employees from being tied to a desk or an office, and allows them the freedom to take their business on the road. Mobile print has the capacity to increase productivity, profits and security, by allowing employees to use their own email enable devices to take control of printing tasks and put their time towards helping your business succeed.

Click here for your free e-book on how to make your office more environmentally friendly!

green printing

Tags: managed print services, TDSIT, cloud printing, mobile printing, total cost of printing

MPS & The Legal Marketplace - The Ideal Partnership

Posted by Tim Stanley on Thu, Sep 05, 2013 @ 02:49 PM

 MPS and the Legal marketplace

The legal profession is a document intensive environment. Many firms have a copy center located on each floor. Individual attorneys may have individual copiers, faxes and printers located in their office. With such a diverse array of technology, many firms are not accurately accounting for inventory, maintenance, document preparation and printing costs.

Gartner Research estimates that firms spend between 1 to 3% of their total revenue on document output alone. These numbers are enormous, but many company’s IT staff are unaware of the total cost of operation (TCO) or even the number of output devices in their office. Toner supplies and maintenance can account for roughly 30% of the TCO. There’s usually no reasonable upgrade policy in place and machines and supplies are often purchased directly by the end user without any accountability.

Add to these costs the need for immediate access to critical documents and the high regulatory burden placed on law firms and it becomes easy to see how an un-audited print environment can result in potentially thousands of dollars of lost revenue and profit.

MPS and the Law

While many firms turn to their internal IT specialists to manage their print environment, they are often dealing with a myriad of different devices. Their time is spent maintaining machines with little time left for upgrading and standardizing assets or cost control.

Managed Print Service companies are one way for firms to assist their IT professionals and begin to control costs. An MPS company will first perform an audit of assets to determine the feasibility of updating and standardizing equipment. Printing technology has improved in recent years and the simple act of replacing aging technology with the newest multifunction machines can result in increased productivity, improved workflow and significant cost savings.

MPS reaches far beyond standardizing assets and enacting print protocols. There are specific challenges in the legal industry that can benefit from the expertise offered by MPS. They include:

  • Maximizing billable hours
  • Tracking and allocating in-house and client costs 
  • Disaster planning and recovery
  • Compliance with regulatory burdens such as, Sarbanes-Oxley Gramm-Leach Bliley, The Security Exchange Act of 1934, and The Anti-Money Laundering Act
  • Search ability, instant access and retrieval of critical documents and forms

These challenges can be readily addressed once your MPS partner has performed a complete work assessment and put in place protocols. New software solutions are available that can make tackling these challenges easier. By using an MPS provider to implement software upgrades, your in-house IT department is free to focus on other mission critical tasks. By managing print usage, improving office infrastructure and implementing software controls, many firms find significant savings to their bottom line costs.

Paperless Solutions

As more businesses seek sustainability MPS providers have been moving companies towards paperless solutions. By integrating MFP technology into the office environment documents can be scanned and stored on hard drives for later retrieval. This results in less inventory use and additional bottom line savings. Software solutions like Xerox ConnectKey technology offer the highest levels of security and extensive document sorting and retrieval functions. Your MPS provider can also assist with disaster planning and secure back-up solutions that allow for added security and faster recovery from any potential problems.

Hiring an MPS provider can help you to realize significant savings throughout your firm’s print environment. By reallocating and upgrading assets, streamlining compliance procedures, controlling inventory, and implementing print protocols your MPS provider can move your firm towards a paperless future. Working with a Managed Print Service provider is a smart business decision that translates directly to your firm’s bottom line.

Click here to find out how your legal office can save up to 30% in print costs in 30 days:

cut print costs

 


Tags: managed print services, scan to pc, cloud printing, total cost of printing, legal