To tackle this issue effectively, conducting a printer audit is crucial. In this blog post, we will explore what a printer audit is, why it’s important for your businesses, and some best practices for conducting one.
What is a Printer Audit?
A printer audit is the process of systematically analyzing and evaluating an organization's printing infrastructure, usage patterns, and associated costs. In other words, it’s an overview of the total cost of owning all your printing devices. When you conduct a printer audit, you gain valuable insights into your habits and expenses.
Why is it Important for Businesses?
Inefficient business practices are the bane of any office; however, you can only optimize for success if you know where the problems lie. Conducting a printer audit highlights issues within your printing operations, allowing you to make the necessary adjustments for improvement. With these changes, your business will benefit from the following:
1. Cost Reduction: Businesses spend up to 3% of their revenue on printing costs every year. Without a print management solution, printing expenses can quickly spiral out of control. A printer audit identifies waste, optimizes printer usage, and reduces unnecessary costs.
2. Printer Security: Printer audits identify potential security risks such as unclaimed print jobs, unauthorized devices, and non-compliance with security policies, ensuring sensitive information is protected.
3. Equipment Efficiency: A printer audit helps identify equipment inefficiencies and bottlenecks in the printing environment. By relocating printers based on analysis, businesses can ensure the most efficient printers are being utilized effectively, improving productivity and reducing downtime.
Best Practices for Conducting a Printer Audit:
Comprehensive Tracking
A comprehensive digital audit tool tracks printing to all networked, local, and direct-to-IP printers, providing an accurate representation of print activities across the organization. Powerful software like Xerox’s Print Audit 6 allows businesses to:
- Identify printing patterns and users to reconfigure placement and usage for peak print performance
- Produce detailed reports to highlight equipment inefficiencies and make data-driven decisions
- Control color costs and create parameters for color usage
- Monitor real-time print activity when combined with select Xerox devices.
Utilize the Experts at Quality Digital Office Solutions
As leading experts in print technology, QualityDOS is your expert in delivering cutting-edge solutions that will revolutionize your printing processes. Our Managed Print Services professionals are well-versed in how to conduct a printer audit and use the data provided to make long-lasting improvements to your business.
The Power of a Printer Audit
A printer audit may prove to be essential for businesses looking to reduce costs, improve operational efficiencies, and optimize their printing environment. Don't wait—start your printer audit journey today and unlock the full potential of your organization's printing capabilities. Reach out to QualityDOS to learn how you can boost your print strategy.
