Print management solutions have become an essential part of businesses’ operations in this rapidly evolving world. Gone are the days when organizations had to grapple with manual print processes that were time-consuming and prone to errors. Managed print services provide several advantages which include enhanced security, reduced costs, and increased efficiency.
Managed document services are currently a necessity in many businesses from different industries. Organizations ranging from small startups to large enterprises are increasingly appreciating the need to outsource their print and document management to specialty providers.
Current trends in managed print solutions
The MPS industry is always growing to help companies to remain up to date. Several key trends and predictions emerge in the industry today which would define its future. Here are some of the current trends and predictions in print management solutions:
Cloud-based managed print solutions
Businesses have been transformed by cloud computing which allows for scalability, and flexibility and is cost-effective. With cloud-based managed print solutions, there is better accessibility, smooth integration, and more secure controls compared to traditional approaches. Because of this, it is expected that more and more industries will follow suit.
Cloud-based managed print solutions offer several advantages which include:
- They eliminate the requirement for businesses to purchase costly hardware and infrastructure. In the case of cloud-based solutions, the print management software and solutions are stored on the cloud and businesses have remote access by secure internet connection. It minimizes the starting cost of the businesses and enables them to pay for only the needed resources.
- Cloud-based managed print solutions offer scalability which means that business owners can easily increase or reduce the print infrastructure depending on the demand.
AI-powered features
AI will be integrated more into managed print solutions in the future considering the support it can provide to many business needs. According to this article from Harvard Business Review, there are three important business needs that AI can support: automation, data analysis, and engagement.
Print processes can be greatly improved with AI capabilities that help to automate many tasks, analyze data, and give meaningful insights. Moreover, AI algorithms can be configured to route print jobs to the lowest-cost printer, optimize print queues according to priority, and predict maintenance requirements. The incorporation of AI helps to improve efficiency and empowers businesses to make wiser print infrastructure decisions.
Sustainability
Sustainability will become a much bigger focus for managed print solutions. According to Quocirca’s Future of Work Spotlight on Sustainability 2025 report, sustainability is a crucial factor for many print buyers. As more organizations shift to environmental consciousness, print management service providers are providing ways of minimizing waste and carbon footprint. Managed print solutions now have features like automatic duplex printing, print job tracking, and usage monitoring that promote practical print practices.
Role-based access control
For safety-sensitive institutions like banking, financial, and insurance institutions, adopting more role-based access controls and security will become even more prevalent. This allows institutions to protect sensitive information from those who are least privileged to access it. This limits an employee’s access to certain documents only.
The impact of technology on managed print solutions
Technology is instrumental in the growth of managed print solutions today. One technology that has had a major influence on MPS is the Internet of Things (IoT). IoT devices like smart printers help businesses monitor print usage, check supplies, and solve issues related to maintenance ahead of time. Real-time data enables business organizations to optimize their print environments, reduce downtime, and increase productivity.
Another technology that has revolutionized managed print solutions is mobile printing. Due to the increased use of smartphones and computers, businesses should now be able to print from mobile devices.
As new technological developments emerge, the place of technology in managed print solutions will also undergo certain changes. For instance, incorporating blockchain technology within print management software would offer improved security and visibility. Blockchain technology protects the modification or tampering of printed documents including making document sharing safer.
In addition to that, there could also be further progress in 3D printing technology. With more people finding it easy and cheap to indulge in 3D printing, companies may have to put in place special print management tools to cater to their needs.
Advanced Data Security Measures
As cyber threats grow more complex, MPS needs to upgrade its data security policies and tools. To protect the print job and confidential information in the future, more end-to-end encryption, biometric authentication techniques, and intrusion detection systems will be used by businesses. In addition, print service providers should conform to international regulations including the General Data Protection Regulation (GDPR).
Increased Use of Analytics
Analytics in MPS will be even more significant. This data can help companies pinpoint the issues where they spend unnecessary expenses as well as make informed decisions that will lead to the optimization of their print environments.
Key challenges and opportunities in the future of MPS
While the future of managed print solutions holds tremendous opportunities, it also presents several challenges that need to be addressed. One of the key challenges is the increasing complexity of print environments. As businesses adopt new technologies and devices, managing print infrastructure becomes more complex. Print management providers need to continuously innovate and adapt their solutions to handle diverse print environments. This includes offering seamless integration with various devices, platforms, and software applications.
Another challenge is the need to stay ahead of cybersecurity threats. With the increasing risk of data breaches and cyberattacks, print management providers need to ensure that their solutions offer robust data security measures. This includes secure print release, user authentication, and document encryption. This is why it is important to hire a provider that can provide reliable managed document services and Oklahoma copier solutions.
Final Thoughts
As organizations seek to optimize their print environments, managed print solutions have become an integral part of streamlining business operations. From basic print management software to sophisticated cloud-based solutions, the industry has come a long way. Businesses that embrace these trends and leverage the benefits of Oklahoma copier solutions will be well-positioned to achieve efficiency, security, and sustainability in their print infrastructure.