Virginia is full of colleges and universities. These sprawling campuses house thousands of computers, printers, copy machines, and other devices. Not only are school-owned devices used, but students, teachers, and staff regularly use personal devices on campuses as well. Managed print services for universities keep these devices and their data secure.

Not only are devices tracked to ensure every document is secure, but paper, toner, and other consumable supplies are monitored. This ensures efficient resource replenishment so everyone can create, edit, and destroy their own documents as they see fit.

Today’s printers are more than just printers. They have workflows and user permission levels that provide cloud-based connections and app-based features on the printer itself. With the growing capabilities available, there are seven key benefits to managing all these digital and physical documents with managed print services.

1. Mobile Friendly

The internet is more mobile than ever before. According to data from the United Nations (UN), the International Telecommunications Union (ITU), and the World Bank, the number of active cell phone plans in the world outnumbers the human population. By 2020, the world will have an estimated 15.96 billion active mobile devices.

In fact, a 2019 survey of educators by the International Society for Technology in Education, 80% report students using mobile devices in class. Printers, scanners, and copiers need to be mobile friendly to accommodate this environment.

Managed print services for universities can print from and save to mobile devices. Each device can be securely tracked using secure logins. Many of these devices also include NFC technology, so a student’s phone can be used to verify identity to start a print job.

2. Better Reporting

Universities across Richmond, Virginia, have been cutting budgets throughout the last half of the 2010s. Enrollment numbers are sliding, and tuition costs are rising because of this. Tight budgets mean more efficient usage of resources is needed.

Managed print services monitor all print jobs, along with ink, toner, and paper levels. This ensures every print is tracked. If one unit or person is overusing supplies, it can be seen in real-time and immediately addressed.

Supplies can also be proactively ordered to ensure there are no gaps in functionality using on-campus equipment.

3. The Right Device for Any Job

Modern printers do much more than print. They’re all-in-one office workhorses that can handle high volumes with speed and quality. Besides standard print, copy, scan, and fax capabilities, on-board computers and internet connectivity open a new world of possibilities.

Using onboard apps, students and teachers can manipulate documents and images directly on the machine. Documents can be uploaded via cloud print services, NFC on a mobile device, direct USB connection, or a variety of memory cards. There’s barely any need for a separate computer with so many out-the-box options.

4. Document Security

Identity theft and data breaches are major concerns on shared equipment. A 2019 identity fraud study found 14.4 million identity theft reports in 2018. Leaving unsecured documents on printers and scanners is a recipe for disaster.

Managed print services ensure documents are secured end to end. No matter how a user chooses to use the equipment, everything will be encrypted. In addition, if prints are picked up, some models will automatically pull the document back in and shred it to prevent a data breach.

5. Printer Maintenance Is Covered

One of the highest costs of a university printer is maintenance. Physical gears and other parts inevitably need to be cleaned, repaired, or replaced. When it happens, the machine can be down for several weeks while the issue is reported, and maintenance is performed.

Managed print services for universities provide 24/7 around-the-clock monitoring of all system resources. Problems can be proactively identified based on usage or as they occur. The wait times for replenishment, repairs, and replacement are greatly reduced this way.

6. Device Management

There’s more involved than just tracking documents. It’s also necessary to track devices. When specific devices are being used more than others, they’ll require more attention. A compromised device also needs to be pinpointed to avoid further damage.

Managed print services for universities ensure all devices (printers and computers) are tracked, along with all users. This ensures print jobs are completed in the most efficient manner possible.

7. Cost Savings

With supplies and repairs tracked proactively, universities inevitably save money using managed print services. Less waste is produced, as document integrity can be checked directly on the machine and refined as it prints. Supplies are always distributed where they need to be across campus.

The average person spends over $1000 on printing each year. Multiply that by the students, staff, and teachers on any given campus, and the money adds up fast.

Why Choose Managed Print Services for Universities?

Managed print services help modern universities stay on the cutting edge of innovation. Streamlining print workflows builds the technological foundation needed. Universities are saving money, reducing errors, and securing documents in an increasingly mobile world.

Contact VA Business Systems today to find out how to implement managed print services in your university today.