What is Cloud Print Management?

Cloud print management is a way of managing and controlling a corporate print environment from a cloud-based application, like Pharos Cloud.

Cloud printing enables your employees to print from (nearly) any connected device by sending print jobs to a network printer via the cloud.

It allows users to quickly discover printers and print from their own device without the need to set up driver installations.

Cloud printing software solutions eliminate the need for printer drivers and allows the printer or multi-function device to receive print jobs through an internet connection.

Additionally, cloud print management typically offers more advanced features and capabilities than traditional printing, such as the ability to track and monitor print jobs and control access to printers.

cloud printing with pharos

How is this different than traditional printing?

In contrast, traditional printing typically involves setting up and configuring local printers that are directly connected to a computer or network. This can be complex and time-consuming, and it can limit the ability of users to print from different devices or locations.

Cloud Hosted vs. True Cloud Print Management

Cloud hosted and true cloud print management are two different approaches to managing and controlling printing from cloud-based applications and services.

Cloud hosted print management refers to a print environment in which the print management software is hosted on a remote server and accessed via the cloud. This can provide some of the benefits of cloud print management, such as the ability to access and print from anywhere, and the ability to manage user access to printers. However, cloud hosted print management may not offer all of the features and capabilities of true cloud print management.

In contrast, true cloud print management refers to a system in which all aspects of the print management process, including the software, printers, and user access, are managed and controlled entirely via the cloud. This can provide a more comprehensive and seamless experience, with advanced features and capabilities, such as the ability to monitor and track print jobs, and control access to printers. True cloud print management can also offer greater flexibility and scalability than cloud hosted print management, making it easier to adapt to changing business needs.

True cloud print management means your organization is leveraging cloud services to take on the security, infrastructure, maintenance, and upgrade burdens that your internal staff would otherwise need to manage.

When your printing operations are leveraging the benefits of the SaaS business model, your IT teams have a lot less to worry about.

How IT Teams Leverage Cloud Printing

With cloud print management, you can easily tackle a variety of initiatives, including:

  1. Set up and configure cloud-based printers: You can easily set up and configure network printers, without the need for complex setup or configuration.
  2. Manage user access to printers: You can use cloud print management to control which users have access to which printers, and to set permissions for different users and groups.
  3. Monitor and track print jobs: Print tracking software can provide detailed information about print jobs, including the date and time of the print, the user who initiated the print, and the status of the print job.
  4. Control access to printers: You can use cloud print management to set up authentication and authorization controls to ensure that only authorized users can access and print from network printers.
  5. Save on printing costs: You can reduce the costs associated with printing, such as the need to purchase and maintain expensive printer servers and related equipment. Additionally, cloud-based printing can help reduce paper waste and save on the costs of consumables, such as toner and ink.
  6. Improve productivity and collaboration: You can enable your employees to print from any device, anywhere, which can help improve their productivity and make it easier for teams to collaborate and work together, even when they are not in the same location.

Is Cloud Based Print Management Difficult to Implement?

The difficulty of implementing cloud based print management can vary depending on a number of factors, such as the size and complexity of the organization, the number of users and printers, and the specific requirements and needs of the organization.

In general, however, cloud based print management can be relatively easy to implement, especially compared to traditional print management systems.

This is because cloud printing typically involves minimal setup and configuration, and can be accessed and managed from any device with an internet connection.

Additionally, cloud print management software support teams will offer support and assistance to help organizations with the implementation process. As a result, while there may be some challenges and complexities involved in implementing cloud based print management, it is generally considered to be a relatively straightforward and easy-to-use solution.

What Are the Benefits of Cloud Print Management?

Some of the benefits of cloud print management include:

  1. Increased collaboration: Teams can share printers and collaborate on projects, even when they are not in the same location. This can help improve communication and collaboration within the organization.
  2. Enhanced security: Cloud print management typically offers advanced security features, such as the ability to control access to printers and monitor print jobs, which can help protect sensitive information and prevent unauthorized access to printers.
  3. Improved productivity: Makes it easy for users to access and print from network printers, which can help improve their productivity and enable them to work more efficiently.
  4. Flexibility and scalability: Cloud print management offers a high degree of flexibility and scalability, which means that businesses can easily add or remove printers and users as needed, without the need for complex setup or configuration. This makes it easy to adapt to changing business needs and grow the organization.

Read about more benefits in this article.

Why Cloud Print Management is Better for Large Organizations

Cloud print management is particularly well-suited for businesses with thousands of employees and distributed workforces because it can help improve efficiency and productivity, and enable the organization to grow and adapt to changing business needs. Some of the reasons why cloud print management is best for large businesses include:

  1. Increased flexibility and scalability: It offers a high degree of flexibility and scalability, which means that large businesses can easily add or remove printers and users as needed, without the need for complex setup or configuration. This makes it easy to adapt to changing business needs and grow the organization.
  2. Improved productivity: With cloud print management, large businesses can enable their employees to print from any device, anywhere, which can help improve their productivity and enable them to work more efficiently.
  3. Enhanced security: Cloud print management typically offers advanced security features, such as the ability to control access to printers and monitor print jobs, which can help protect sensitive information and prevent unauthorized access to printers. This is particularly important for large businesses, which may have more sensitive information and a larger number of users and printers.
  4. Cost savings: In large organizations, printing costs can balloon out of control if left unmanaged – cloud printing allows you to not only monitor and set policies for printing, it also helps reduce costs by eliminating the need for print servers, reducing the IT burden, and helping you maximize the utilization of your print fleet.

Overall, cloud print management can provide a range of benefits for large businesses, making it an attractive option for organizations that need to manage and control printing from cloud-based applications and services.

Prepare Your Printing Operations for the Future

Just as we’ve seen with the proliferation of software applications over the past decade, cloud printing is likely to involve continued growth and development of cloud-based technologies and services.

As more and more businesses and organizations adopt cloud-based applications and services, the demand for cloud printing is likely to increase. This could lead to the development of new and more advanced cloud printing technologies, such as more secure and reliable cloud-based printers, and improved print management and control features.

Additionally, the increasing popularity of mobile devices and the proliferation of the Internet of Things (IoT) are likely to drive the adoption of cloud printing, as more and more users look for ways to print from a variety of devices and locations.

Overall, the future of cloud printing is likely to be characterized by continued innovation and growth, as businesses and organizations seek to improve their productivity and efficiency through the use of cloud-based technologies.

Reducing your organization’s expenses and IT workload has always been an important reason to leverage the SaaS model for your printing operations. Today, the number one concern of the IT pros is the need to provide safe and flexible printing options for employees while also improving data security. They like the idea of eliminating print servers and partnering with a company that shares industry best practices for securing printers and multi-function devices. They also appreciate that our touchless printing options have been proven in the market for years.

It’s important to remember that the top cloud application platform providers are Amazon, Microsoft, IBM, Google, and Apple. These are the best and most reliable technology companies in the world and they have the most at stake in terms of security and service availability for their customers—customers like Pharos.

We built the Pharos Cloud on Amazon Web Services (AWS), which gives our customers peace of mind. They know that one of the strongest and most reliable platforms in the world is helping to protect their printing data and output services. It’s a new era for print management, and Pharos is proud to be leading the way forward.

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