April 9, 2024

Essential Library Print Management Software Guide

Print management systems have come a long way. They now handle everything from configuration to security. Knowing this history helps choose the best system for your library.

In the 1970s and 80s, printers saw big changes. Technologies like LPD protocol and PostScript were born then. They’re key parts of print systems today.

Print management has changed a lot recently. Thanks to new hardware and software, it’s more user-friendly and efficient. And the switch to cloud-based systems was a big step forward.

The cloud has made print management much better. It’s more flexible and lets you print from anywhere with an Internet connection. Plus, it’s affordable without needing in-house servers.

Keeping information safe is very important in print management. For big companies and schools, managing who prints what is a must. This helps control costs and keep data secure.

The Different Types of Print Management

Organizations use print management for better printing processes and to make things more efficient. We’ll look at the different types of print management solutions and what they can do.

Queue Management

Queue management is key in print management. It lets companies organize and prioritize their printing orders. This is done by setting up different queues that people in various locations can use. By managing queues, printing flow becomes more efficient.

Driver Management

Getting the right printer drivers on every computer is crucial. Driver management ensures this happens, making sure everyone can print smoothly. It gets different devices to connect with printers easily, no matter if they run Windows, Mac, or Chromebook.

Cloud Print and Follow-Me Printing

Cloud print and follow-me printing are changing how we look at printing. With cloud printing, users can print anywhere on any printer through the internet. This removes the need for each device to connect directly to a printer. Follow-me printing lets users release their prints when and where they want, making printing more flexible.

Printer Monitoring and Output Monitoring

Monitoring printers and their output gives companies helpful data. They can see toner levels, errors, and paper problems to fix them before they cause trouble. Output monitoring keeps track of who prints what, helping with budgets and workload planning.

Output Control and Output Security

Output control allows companies to set print limits, reducing waste and saving money. Output security makes sure only the right people see printed documents. This protects sensitive information, keeping it safe.

Fleet Management

Fleet management makes it easier to update many printers at once. It centralizes the control over printer configurations and updates. This is especially helpful for organizations with lots of printers, making everything more efficient.

Commercial Print Management

For print shops and big printers, there are special solutions. These commercial print management tools offer advanced ways to handle complex printing tasks. They help use resources better and boost productivity in large-scale printing jobs.

Print Management in Different Organizations

Organizations handle print management in two main ways: either on their own or through managed print services. This applies to enterprises, schools, and more.

Entities such as schools and offices want to manage their printing directly. They track usage and control their printers themselves.

Managed print services (MPS) means organizations pay for prints or lease printers. MPS use tools to track how much printing is done and charge accordingly.

Some groups prefer MPS for print management. But they might need their own system for certain tasks. This can include managing who prints what and controlling print security.

Cloud-based options are now available for print management. This has changed how businesses track and oversee their printing. It makes managing printing much simpler and more effective.

Choosing a Print Management Solution

Choosing the right print management solution for your organization is key. Make sure to look at what you need. It’s important to think about how much you print, how you manage print jobs, and keeping it all secure.

Want to control how much you print so you save money and resources? Need features to manage print jobs so they run smoothly? Interested in using a cloud for printing to make it easier to print from anywhere? Or is it mainly about fitting into your current setup well?

Consider if you need alerts for when paper or toner is running low. It might be essential for your system to link to catalogs or the library’s website. If you share printed materials, you’ll want an easy way to organize them. Think about how you’ll handle e-books too, from how they’re priced to who can use them.

Look into tools like library systems, electronic resource managers, and ways to search for content. You should also plan how your staff will manage printing. Check how often the system gets used and what can be done better. This can help you pick the best option for your needs.