Many organisations underestimate how much they spend on printing. Between paper, toner, maintenance, and energy, print environments often develop into silent cost centres when untracked and unmanaged. But as budgets tighten and ESG targets become more pressing, ignoring printing inefficiencies is no longer viable.
This guide explores the hidden costs of office printing, explains how to reduce printing costs, and demonstrates why Managed Print Services (MPS), especially when paired with DocuWare document management, offers a long-term strategy for savings, security, and sustainability.
The Real Cost of Unmanaged Printing
Let’s begin by understanding the Total Cost of Ownership in an unmanaged print environment. Common overlooked expenses include:
- Device inefficiency: Older or redundant printers with low utilisation
- Energy consumption: Devices left powered on 24/7
- Toner and ink waste: Manual replenishment, over-ordering, and expired stock
- Paper overuse: Unnecessary or duplicate printing due to poor control
- User behaviour: Colour printing when mono would suffice, single-sided jobs, forgotten printouts
- IT burden: Helpdesk time spent on drivers, jams, and malfunctions
- Security risks: Unclaimed documents, unprotected access, unsecured data flow
Individually, these seem manageable. Collectively, they can cost a business between 1% and 3% of annual revenue, especially if the organisation operates a large fleet of legacy devices without central oversight.
Unmanaged vs Managed Print Environments: A Technical Comparison
Unmanaged Print Environment:
- Fleet Size: Redundant personal printers, inconsistent models
- Energy Use: Always-on legacy devices consuming 1.5 kWh/day each
- Toner & Ink: Manual, overstocked, expired cartridges
- Print Behaviour: No controls, excess colour and single-sided printing
- Reporting & Auditing: Non-existent or manual logs
- IT Involvement: Frequent service calls, driver issues, and user troubleshooting
- Security: No user authentication or audit trail
With Managed Print Services:
- Fleet Size: Consolidated, efficient MFDs across departments
- Energy Use: Devices with sleep modes and scheduled shut-offs
- Toner & Ink: Auto-replenishment based on usage data
- Print Behaviour: Rules-based printing, authentication release
- Reporting & Auditing: Centralised dashboard with per-user or per-device analytics
- IT Involvement: Remote management and support
- Security: Secure print release and GDPR-aligned data handling
How Managed Print Services Reduce Costs
Managed Print Services (MPS) is a structured outsourcing model that controls and optimises all aspects of your print environment. At Insight Systems, our MPS solution begins with a data-led audit and ends with predictable cost savings, improved device performance, and enhanced data security.
1. Fleet Optimisation
We eliminate redundant machines and replace them with Multi-Function Devices (MFDs), reducing energy usage, toner waste, and IT complexity.
2. Rules-Based Printing
Using print management software like PaperCut, we enforce:
- Duplex printing by default
- Mono output over colour
- Print quotas or restrictions per department
- Authentication release via PIN or ID badge
These controls immediately reduce consumables by up to 30%.
3. Predictive Maintenance
Remote monitoring of devices allows us to resolve issues before breakdowns occur, reducing downtime and enhancing productivity.
4. Energy Savings
Our range of heat-free printers, including models from Epson, is designed to help lower your carbon footprint by using less energy than traditional laser printers. This energy-efficient technology not only reduces waste but can also contribute to potential cost savings over time. With fewer consumables and less maintenance required, it's a smart, sustainable choice for organisations of all sizes looking to minimise environmental impact while maintaining reliable performance.
5. Analytics and Reporting
All activity is tracked. Insight Systems provides reports on:
- User/device output
- Cost per department
- Environmental impact
- Anomalous printing behaviour
This granular data fuels better decision-making and accountability.
Going Beyond Print: Enter DocuWare
Reducing physical printing is only part of the cost-savings equation. DocuWare, a leading Document Management System (DMS), complements MPS by digitising document workflows and drastically reducing the need to print at all.
What is DocuWare?
DocuWare captures, stores, and routes documents in a secure digital environment. It replaces manual filing, approval, and document sharing processes with automated workflows. Whether you’re handling HR onboarding forms, invoice approvals, or contract signatures, DocuWare ensures everything happens electronically.
Key Benefits of DocuWare
Traditional Process Involves:
- Print HR form > sign > can > store
- Print invoice > pass for approval > scan back in
- Manual filing cabinets
With DocuWare, you can:
- Digital form > e-signture > routed > archived
- Invoice captured > auto-routed for approval
- Encrypted, searchable document repository
DocuWare’s drag-and-drop workflow builder enables:
- Automated multi-step approvals (e.g., finance, director, legal)
- Time-based reminders and escalations
- Integration with ERP and CRM systems (e.g. SAP, Microsoft Dynamics)
By reducing reliance on printed forms, DocuWare minimises paper-intensive workflows, further slashing print volumes and associated costs.
Are Managed Print Services Worth It?
Absolutely. When implemented alongside DocuWare, MPS becomes more than a cost control tool; it becomes a driver of operational efficiency. In addition, Managed Print Services and DocuWare help meet GDPR and ISO 27001 requirements by:
- Limiting unauthorised access to documents
- Encrypting digital files in storage and transit
- Maintaining audit trails of document access and modification
- Enforcing access controls by role or user
This minimises the financial and reputational risks tied to data breaches or non-compliance, particularly important for sectors like finance, healthcare, education, and legal.
Why Insight Systems?
At Insight Systems, we provide:
- Comprehensive print audits
- Tailored MPS deployment
- Full DocuWare implementation and training
- Ongoing support, analytics, and optimisation
We don’t just fix printers, we solve inefficiency across your document lifecycle. From first click to final archive, we optimise every step.
Print Management is Cost Management
If you're still treating printing as a fixed cost, it's time to rethink your assumptions. Managed Print Services offer tangible, measurable reductions in print-related costs while improving productivity, security, and sustainability.
The question isn't whether you can afford to implement MPS and DocuWare; it's whether you can afford not to. Get in contact with Insight Systems to learn more about our tailored print solutions today.
