What is PrintOps?

PrintOps is the modern cloud-native, user-centric approach to printing and the infrastructure and operations that support it. At its core, the mission of PrintOps is to maximize employee productivity and end-user experience. It combines people, process and technology for printing that ‘just works’ everywhere  – for everyone.

  • PrintOps is agile and scalable, adapting quickly to changing business needs, dynamically supporting changing technology, devices, policies, and locations without compromising security or uptime.
  • PrintOps is print hardware agnostic, open and integrated, enabling streamlined communication between systems, IT organizations and end users.
  • By leveraging data and AI, PrintOps can not only provide business insights that optimize print related investments, it transforms the digital employee experience by predicting and, where possible, resolving issues before they occur.
  • PrintOps is designed to encapsulate a variety of printing environments from office printing and hybrid working to higher-ed campuses, retail environments and remote field offices.

What is Driving Adoption of PrintOps?

In a recent IDC survey*, 94% of respondents stated that print was at least moderately important to their business and almost 70% of those people said print was important or very important.

At the same time, infrastructure and operations (I&O) leaders are balancing a number of strategic priorities including:

PrintOps aligns with these strategic priorities, enabling I&O leaders to continue to provide print as a valuable “always on” service to employees but through an integrated xOps approach that modern IT teams appreciate.

This is reflected in another data point from IDC research** highlighting that Migrating to cloud-based printing and print management is the top print and document environment priority in enterprise businesses.


Top Enterprise Business Priorities for the Print and Document Environment

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What are the Benefits of PrintOps?

There are various benefits to PrintOps software but the primary ones are driving IT efficiency, maximizing the digital employee experience and securing the print environment.

Drive IT Efficiency

PrintOps drives IT efficiency by minimizing downtime and automating many manual tasks such as driver deployment. By providing centralized management and insights across an organization’s entire operation, print can be dynamically optimized and issues resolved faster, irrespective of the print hardware manufacturer.

Delight Users

Digital employee experience (DEX) is focused on ensuring print ‘just works’. PrintOps leverages the latest security frameworks and encryption standards to ensure authenticated, authorized access and protect sensitive data without compromising user experience.

Secure Print

PrintOps leverages the latest security frameworks and encryption standards to ensure authenticated, authorized access and protect sensitive data without compromising user experience.

Who is PrintOps for?

PrintOps can be deployed by any organization to manage print infrastructure and operations. This includes a wide range of commercial industries, government and education. However, PrintOps is going to be most relevant for larger organizations that typically have more complexity to manage. The more employees, print devices, office locations, and countries an organization operates in, the more mission critical PrintOps will be as a cloud-native approach to managing print infrastructure and operations. I&O, end user compute and security teams will all benefit from PrintOps.

What challenges does PrintOps Address?

Historically organizations have managed end user printing with on-premise infrastructure. This includes print servers, print queues, and potentially hundreds of different printer drivers across thousands of devices. There is the added complexity of multiple print manufacturers in different locations, each with dedicated software and hardware that makes it impossible to manage a diverse printing fleet effectively or productively.

The resulting challenges are significant. These include higher costs and complexity, a lack of data insights, poor employee experience, limited support for mobile printing and remote and hybrid employees, siloed systems, and print security vulnerabilities.

What’s the Difference Between PrintOps and Print Management

Print management has been around for three decades, heavily focused on manual, hardware-centric approaches to office printing. PrintOps is the modern and expanded approach to print operations and infrastructure that includes more automated, software-defined strategies that focus on IT efficiency, print security, and digital employee experience (DEX).

What’s the Difference between PrintOps and Managed Print Services?

While managed Print Services (MSP) are focused on deploying and maintaining hardware, PrintOps is focused on the infrastructure that connects people to that hardware and the processes to ensure printing is seamless and easy. The modern enterprise is driven by people and software, not hardware and the complexity is no longer in having and maintaining a device. The complexity now is in building connections that are agile, easy, and value-added. PrintOps focuses on the people and the software that supports printing.

What’s the Difference Between PrintOps and Document Management?

Document management is the use of computer systems to store, manage, and track electronic documents and electronic images of paper-based information captured through the use of a document scanner.  Document management is focused on the documents themselves, where they live, and how they are organized. PrintOps is focused on building connections between users and multi-function devices to enable them to be more productive.

How Will PrintOps Address Security?

Print should be a core component of any company’s overall security strategy. PrintOps secures print in the following ways:

  • Compliance Management: Streamlines compliance efforts and meets local regulatory requirements globally from a single organizational account.
  • Industry-leading security: Leverages the latest security frameworks and encryption standards to ensure authenticated, authorized access and protects sensitive data.

The Future of Print Security with PrintOps:

  • Mitigate potential threats: Leverages advanced behavioral analytics and anomaly detection algorithms to identify and mitigate suspicious activities and potential security risks.
  • Audit Trails: Enhances accountability and simplify compliance auditing with tamper-proof records of print activities and document access.

Which companies develop PrintOps software?

PrintOps is an emerging category of software and as such has a limited number of vendors that fully support the requirements of a PrintOps platform. Pharos is an example of a company that develops and supports PrintOps software including its Pharos Cloud platform for large enterprises and Pharos Cloud Education Edition for higher education institutions

How Does PrintOps Support IT Operations Management

IT Operations (ITOM) has various components including infrastructure management, help desk operations and endpoint management or end user compute. PrintOps supports all three of these areas:

  • PrintOps support infrastructure management: By migrating all on-premise print servers to the cloud, PrintOps eliminates the complexity and time that IT operations need to dedicate to managing print infrastructure, eliminating print servers, simplifying print driver management, and automating print queue deployment, delivery, configuration, and updates.
  • PrintOps support help desk operations: Print-related issues can be a significant proportion of IT help desk tickets. PrintOps helps reduce help desk tickets by making it easy to print to nearby devices without mapping the printers, providing a centralized view and management of print infrastructure, real-time alerts, and the use of data and AI to predict and solve issues before they occur.
  • End user compute: Digital Employee Experience (DEX) is an increasing priority for organizations as they look to maximize employee productivity, satisfaction and retention. While print volumes may have declined, the importance of print to users has not. Print needs to ‘just work’. PrintOps aligns to the demands of the modern workforce by focusing on the people and processes in a user-centric and mobile friendly way.

History of PrintOps

The term PrintOps emerged in 2024 as a response to the growing demand from IT teams to migrate on-premise print infrastructure to the cloud. It reflects the need for a category of cloud-native software for infrastructure and operations teams that is print hardware agnostic, secure, highly integrated with other IT platforms and focuses on employee productivity and end-user experience.

*US Print and Cloud Security (Imaging, Printing, and Document Solutions), IDC, August, 2023
*IDC’s Document Processes Survey, May 2022

**US Print and Cloud Security (Imaging, Printing, and Document Solutions), IDC, August, 2023

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