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5 Ways Print Management Can Save Your School Money

Budget cuts, underfunding, and rising costs are constant challenges for America’s public schools. Because the U.S. gross domestic product (GDP) is growing 13.5% faster than public education budgets, the education funding gap is only worsening.

Certainly, it’s a complex problem with no clear-cut solutions. But there’s one simple way schools can save money and reduce costs: by making the switch to serverless printing. It’s a move that can save public schools thousands of dollars annually, allowing them to reduce waste and put precious funds toward more important causes.

Wondering how it’s possible? Let’s discuss five ways smarter print management helps schools save big.

1. Reduce Costs by Eliminating Print Servers

Print servers are a massive drain on public school budgets. The hardware alone can cost schools $2,000 to $5,000 per server. That cost doesn’t account for the money spent on continuous maintenance nor the time spent on manual updating for fixes and security patches. Print servers are also highly susceptible to security vulnerabilities and the physical theft of sensitive documents. Even worse, they create a single point of failure for printing. If one server crashes, it limits everyone in the school from continuing to print until the issue is resolved.

Serverless printing resolves these pain points by ditching the costly legacy architecture in favor of a streamlined, secure direct IP print environment. Serverless printing reduces the attack surface, keeps data secure, and puts thousands of dollars back into the school’s budget.

2. Leverage Quota Management to Reduce Print Jobs

Traditional print environments make it extremely difficult to control printing costs. The average American uses more than 700 pounds of paper every year, and without print quotas, teachers and administrators are likely to print whatever they want with little oversight.

In contrast, serverless printing allows schools to restrict print usage to a sensible amount. It forces staff to take a more thoughtful approach to printing activities and act more responsibly, rather than sporadically. Print quotas can be assigned by modes, too, so users limit costly activities such as color printing or collated printing. Quota management is simple and intuitive, allowing administrators to create custom settings quickly and easily.

Print quotas save schools money, and they also help schools become more sustainable and eco-friendly — without making huge changes to internal processes.

3. Avoid Security Breaches with Secure Release/Pull Printing

Unmanaged print servers create massive amounts of waste. In fact, 70% of all office waste comes from paper, and up to 30% of all print jobs are never picked up from the printer. Not only is all that waste bad for the environment, it also creates a serious security risk.

Serverless print management eliminates the security issue by utilizing secure release/pull printing. With this added security layer, users send their print job and the job is held in the print queue until the user arrives to authenticate it at the printer. This approach greatly enhances security and increases the confidentiality of sensitive documents. It also reduces print waste and saves schools more money.

4. Minimize the Need for Costly Printing Materials

When public schools implement print features like quota management and secure release printing, staff members are more judicious with their printing. They think twice before they print personal or unnecessary documents, causing the total number of print jobs to shrink significantly. 

Since the average organization spends $1,200 annually in print materials per employee, this reduction equates to big savings. Schools that print less can also buy fewer print materials, including costly ink and toner. These cost reductions make a big impact over time, giving schools the freedom to use funds for more important aspects of education.

5. Reduce Help Desk Tickets and Reliance on IT

IT costs can be another major drain on public schools’ budgets. IT support isn’t cheap, and as much as 50% of all help desk tickets are printer-related. Print servers also make it difficult for IT professionals to gain visibility and insight into printing activity, making it tough for them to identify areas for cost reduction.

Serverless printers help mitigate this problem by reducing the number of print jobs. By doing so, there is also a lower need for IT staff. Cloud-based solutions also provide greater visibility and insights that empower IT staff to do their job quickly and efficiently, so schools can spend less on IT support and more on direct education needs.

Switch to Serverless Printing and Save Now

Print servers are a burden on public school budgets, staff members, and IT professionals alike. They’re costly, inefficient, clunky, and lack the oversight needed for schools with limited budgets. So, when schools are seeking simple ways to reduce costs and save money, we always recommend eliminating print servers as the first step.

Modern print management solutions make it easy for schools with limited budgets to increase efficiency, collaboration, visibility, and more. They reduce the number of print jobs and help desk tickets related to printing while also making schools more efficient, sustainable, and secure.

If your school is ready to make the switch to serverless printing, get in touch with Vasion today. We’d love to help you discover many benefits that come with the future of print management.