TL;DR
Enterprise printing is often outdated, fragmented, and a drain on IT resources. Shifting print infrastructure to the cloud modernizes this essential service, delivering stronger security (including zero-trust), easier compliance with global data privacy laws, better support for hybrid workforces, and significant cost and IT efficiency gains.
For organizations looking to reduce complexity, improve visibility, and future-proof their operations, the time to migrate printing to the cloud is now.
Printing infrastructure tends to be a laggard in most enterprise planning as ownership for it in entirety generally spans across individuals, and even teams. Why is that? Printing is a complex and often proprietary system of communication that involves printers, desktops, mobile devices, servers, and even ERP/CRM systems. By today’s IT standards, the way that printing is implemented in organizations is archaic. Printing archaeology impacts end users, IT support, infrastructure operations, security, and IT asset management, among others. Because of the distributed and challenging nature of printing—and not in spite of—it makes it crucial for enterprises to start modernizing and shifting print infrastructure into the cloud.
Key Benefits of Cloud Printing
The benefits of shifting IT infrastructure to the cloud are well understood. The cloud is more cost efficient, more flexible, more scalable, more secure, more robust, and enables faster and easier innovation. The explosion of AI tools and applications only makes modern, cloud infrastructure more essential.
But most people don’t think of cloud when they think about printing (even though they should) for all the same reasons. Printing is a required end-user service in every company. Also, every company is trying to reduce the amount they print, the money they spend doing it, the number of printers they need to maintain, and critically, the amount of IT time supporting printing.
All of these objectives are the promise of cloud computing, as well as cloud printing.
Add the complexity of hybrid workforces, demands for enhanced security, compliance with global data privacy regulations, and the case for shifting print infrastructure to the cloud is less about whether to shift than it is about when to shift.
With the enterprises with whom we work, the time is now.
Ensuring Robust Security in the Cloud
Security is a paramount concern for any enterprise, and traditional on-premises printing solutions leave gaps that can often be exploited by cyber threats. Modern, cloud-based printing solutions enhance security by incorporating advanced measures such as end-to-end encryption and identity and access management (IAM). These features ensure that print jobs are securely transmitted and accessed only by authorized individuals.
Cloud printing solutions should also support the zero-trust security model, which recognizes that threats often come from inside and not just outside the network. This model requires verification for every endpoint and every access request, significantly reducing the risk of unauthorized access. As cyber threats become more sophisticated, cloud-based print infrastructures help enterprises stay ahead of potential vulnerabilities.
Supporting a Modern Hybrid Workforce
The shift towards hybrid and remote work is a permanent fixture in the modern workplace. Employees need flexibility to access digital assets and print documents from various locations, both on and off the network. Cloud printing solutions cater to this need by enabling trusted and controllable printing from any device, whether it be a home printer, a mobile device, or a shared workspace.
Employees can send print jobs from their laptops or mobile devices while working from a coffee shop or during a business trip and retrieve the documents from a secure corporate printer at their next convenience. This level of flexibility boosts productivity and ensures the print infrastructure supports a diverse and dispersed workforce. Modern cloud print solutions incorporating robust encryption and password enforcement protect sensitive information, regardless of where the printing occurs.
Achieving Data Privacy and Compliance Standards
Compliance with data privacy regulations is a challenge for enterprises operating in a global market. Regulations like the EU’s General Data Protection Regulation (GDPR), California Privacy Rights Act (CPRA), and regional compliance standards impose stringent requirements on how organizations handle personal data. Non-compliance can result in hefty fines and legal repercussions.
Cloud print management platforms simplify compliance by providing centralized control over where print jobs are stored, what personal data is handled, and how it is handled. Administrators can set policies to ensure data stored in specific regions adheres to local laws and regulations. This is particularly beneficial for organizations with a global footprint, as it allows them to manage data privacy requirements seamlessly across different jurisdictions without compromising the benefits of centralized management.
See how easy it is to migrate your printing to the cloud.
Download “Modernizing Enterprise Printing: 5 Reasons to Migrate to the Cloud” and find out how enterprises are replacing print servers without disrupting users.
Enhancing IT Efficiency and Reducing Workloads
IT departments are stretched thin, juggling multiple responsibilities while managing rising security risks. Enterprises need to ensure that their limited IT resources are focused on the most strategic requirements of the business. Print infrastructure does not generally make that list.
Traditional on-premises print infrastructures add to the IT burden with the need for constant maintenance, troubleshooting, and support. Migrating to a cloud-based print solution can alleviate these pressures by eliminating the need for on-premises servers, automating routine tasks, and leaving the day-to-day infrastructure monitoring and management to a solution provider ready to provide 7x24x365 coverage.
Additionally, cloud print management platforms offer features like automatic device discovery and centralized management, allowing IT teams to oversee the entire print fleet from a single interface. This reduces the need for manual intervention and allows IT professionals to focus on more strategic initiatives. A resilient and scalable cloud infrastructure dramatically reduces the time and effort to expand—like adding new printers, or changing locations, reducing hours to minutes.
And, cloud solutions often include employee self-service options, enabling users to add print devices or resolve common issues without IT assistance, further streamlining operations.
Optimizing Costs and Improving Print Management
Effective cost management is a priority for any enterprise. Cloud print management solutions provide real-time visibility into print usage through intuitive dashboards. This data-driven approach allows organizations to monitor key metrics, such as print volume, usage patterns, and cost distribution.
By analyzing this data, IT and management teams can identify inefficiencies, such as underutilized printers or excessive color printing, and implement measures to optimize print resources. Educating employees about their printing habits and the associated costs can lead to more mindful usage and significant cost savings. Furthermore, centralized monitoring helps ensure that the print infrastructure operates efficiently, supporting sustainability goals and reducing the overall environmental impact.
