Document output management is an important tool for sustainability

Do you like the speed and capabilities of the new color printers? Printer manufacturers make it very easy for organizations to use fast printing with excellent color by reducing the purchase price, but clobber them with the cost of toner cartridges and other consumables to run the devices.

On the other hand, older printers are just as expensive in the long run – they are inefficient, have very few options, and the average price of a black toner cartridge is $ 60 with a yield of 3,000 pages. Furthermore, since there is no other way to dispose of it, excess toner is usually thrown away instead of recycled, which adds carcinogenic waste to our landfill.

When you buy newer printers, you get better toner cartridges that recycle excess toner as well as a recycling policy from the manufacturer. Eg. HP sells you an ink cartridge with a prepaid return envelope that makes re-cycling convenient for you.

Whether you are a small to medium business or a large organization, you can consolidate a number of limited-edition desktop printers and high consumables into a Multifunction Printer (MFP) that prints, copies, scans and can fax – all in one machine . For your marketing needs, your MFP may also be able to perform high-resolution color printing.

Well, all the new technology is great, but at what cost? The printer manufacturers make it easy for you to purchase the devices and from a clean maintenance angle. It makes sense to consolidate 10 to 20 desktop printers into an MFP.

The new printers have more efficient toner cartridges with 5,000 to 10,000 page yields per year. Black cartridge and 3,000 to 5,000 pr. Farvepatron. Depending on the amount of color on a page, the page yield per Cartridge be significantly smaller, especially when printing presentations with a lot of solid color areas on the pages – this can result in as little as a 500 page yield for a color cartridge.

A person who understands the need for self-discipline and a sincere understanding of the impact on the environment does not print something they do not really need, select draft mode for all prints until the final version and only uses color when needed, e.g. . In marketing materials for use.

However, most of us do not belong to that group of people and need help. This help can come in the form of Document Output Management, where the management system enforces policies that reduce paper and toner waste.

Eg. Can a 12-page presentation when printed at full-resolution, cost as much as $ 5, while the same presentation in black-and-white mode costs 36 cents, and if printed in duplex 18 cents. If your users don’t know this, or just don’t care, you can spend unnecessarily thousands of dollars a day. Printer.

A document management system allows you to apply rules to specific users, printers, and document types so that shop floor workers can print only black, a manager can only print reports in color, the legal department can print only high-resolution final contracts, and other documents in black and white draft mode.

On top of the waste generated due to the lack of understanding and the time it takes to train sustainability staff, the element of misuse of office equipment is printing, copying and faxing personal documents on office equipment.

Don’t be fooled by fixed cost contracts per month. Page, since you find that they are calculated on an annual minimum usage as well as an average color per Page. What this means is that if you use fewer pages, regardless of whether you need it or not, the service provider will deliver the paper to you. If you use more toner cartridges than specified in your contract based on average usage, they will be charged for you. The experience of almost all color MFP users is that they used more color cartridges than they projected for all the aforementioned reasons.

Printer manufacturers do not want to sell your document output management systems and will only offer you proprietary solutions, so you become completely dependent on their equipment and consumables. There are independent software vendors that provide advanced output management solutions that work with all industry standard printing systems and MFPs, some of which can even run part of the solution inside the printer or MFP, and do not require additional hardware, just the software that running on a server PC.

If you looked at this year’s energy bill and compared it to last year, you will have noticed that it has gone up. If you looked at your old black and white toner costs and compared it to your black and color toner costs for your new MFP devices, it’s probably more than doubled.

Don’t get me wrong, to stay competitive, reduce support needs, improve presentations where needed, and take advantage of improved duty cycles, invest in new technology units. However, you will also have an overall reduced price despite the extra capabilities. It is in your interest to control costs and improve productivity while protecting your business secrets and the privacy of your employees and customers. Therefore, it is your responsibility to install an advanced document output management system.

A rules-based document equipment management system pays for itself faster than most other software packages that promise savings. The benefits of an MFP printing environment with predominantly color printers, where 90% of print jobs do not require color, are huge and a write-off can be as short as a few months. But even in a predominantly black toner environment, toner savings can be as high as 30%, as most documents can be produced at lower toner density.

Additional savings can be achieved with an ID-based print collection, also called pull printing, where a print job stays in the print server queue until the document owner is identified and approved on the selected printer. Rules that have been queued for more than three days automatically delete as well as allow the user to view the print queue and manually delete uncollected prints usually results in an additional saving of 10-15% of the cost of consumables.

If an organization is serious about sustainability and their environmental policies, they will include document output management as an important tool for achieving sustainability. Output Management can make measurable improvements in workflow, toner consumption, paper waste for printing and copying, and document tracking and accounting to meet new management and accountability requirements and reduce an organisation’s carbon footprint.