The main objective of a print audit is to provide your business with full visibility of device management. The initial assessment will highlight what type of documents are printed, how many are printed per device and how documents are shared and stored across your organisation by staff members or departments. With a complete overview of the print environment, it is possible to establish an effective print strategy to improve workflow productivity.
The data gathered from a print audit will provide accurate and real time figures on how much is being spent on running current print technology, this is likely to uncover any hidden costs and wasteful processes. It has been proven that implementing a more efficient Managed Print Service could help save organisations up to 40% on print costs – if done correctly.
It is common for larger organisations to use multiple vendors to supply printers, this can have an adverse effect on operational efficiency. By switching to one reliable managed print provider, it creates a clear print strategy that can relieve the headaches of dealing with multiple supplier processes and communication channels. The print audit will optimise the fleet through identifying how devices are being used and synchronise the workflows, which will ultimately make it easier for users to follow and increase efficiency.
A print audit will provide an insight into the environmental impacts of your current print fleet. The data collected can help locate areas of excessive paper and toner consumption and highlight areas of high electricity usage. Generating awareness and the benefits of using a more environmentally conscious print policy will gradually change the end user behaviour, so it becomes more of a habit to print conservatively.
This assessment may provide any weak areas around document security. An example could be patient records being sent to the printer without a secure pin release, leading to the wrong person picking them up and consequently causing a data breach. The gaps in document security can then be addressed, minimising future risks to your organisations vital data. This has become increasingly important since changes in GDPR.