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A Dictionary of Managed Print Services Terms

March 13, 2018

A Dictionary of Managed Print Services Terms

March 13, 2018

Chances are if you’re reading this, you are researching print management options. The worst part about getting into new technology is hearing terminology that doesn’t make sense or that you may not be exposed to often.

We want to be a resource for you and all your questions when it comes to making a decision on print management, so we have gathered common terminology associated with print management for your convenience and reading pleasure.

Let’s start with the obvious definition – managed print services! – before going alphabetically for the remainder of the glossary.

Managed Print Services – This is a process including assessment, optimization and on-going management sometimes including automated supply replenishment orders. Managed print services are offered at different levels of service ranging from monitoring to cost-per-page contracts to more sophisticated workflow assessments and stringently managed services.

Cloud Printing – With the expanding use of cloud computing services, cloud printing has become popular. Cloud printing means you can send a document or file via email to a registered Web or cloud-enabled printer using a cloud app. For instance, if you have a file in Dropbox (and Dropbox is connected to your copier or printer), you can print directly from there from the device.

Copier (copy machine, multifunction device, multifunction copier, copy machine) – device capable of print, scan, and copy functions. Some models include fax capability. Devices range in size from desktop models to room-sized equipment capable of producing tens of thousands of documents per day.

Cost Per Copy – the cost to print or copy a page.

Device Location – Strategic placement of copiers and printers to maximize their use and enhance productivity. Just sticking them in hallways and into offices because they’ll fit isn’t a good way to get the most from your print fleet.

End of Lease – This one is obvious, of course, but there are some things to know. This is when leased copiers and/or printers need to be returned to the leasing company. There are a few things to be aware of:

  1. Always know when your lease is up and what the end-of-lease terms are.
  2. Some leases automatically renew if the leasing company doesn’t receive notice by X number of days before the lease expires. Depending on the contract, this could be a month-to-month or an entire year.
  3. Be aware of how you need to return the devices. It’s a good idea to pay attention to these conditions BEFORE you sign a lease.
  4. Do you want to buy the equipment at the end of the lease? Terms will often be negotiated up front.

Mobile Printing  This term refers to the ability to print from mobile devices such as tablets, PDA, or smartphones. Today’s business world is nonstop, and this feature allows you to complete tasks from anywhere.

Printer – Single-function device that prints documents using inkjet or toner technology. For office use, toner is much more cost-efficient.

Production Printer (not often included in an MPS engagement) – Capable of high-volumes and high-speeds for heavy duty requirements like marketing materials. Many of today’s digital production printers are the equivalent of offset presses and are cost-effective enough for in-house use.

Print Assessment – A process that will uncover all of your print devices – both those connected to the network and those sitting on users’ desks or in their offices. This sets the baseline to determine if you need to use what you have, bring in additional equipment, downsize or some combination to get to the right mix of devices for your needs.  

Print Fleet – All of the devices capable of printing, copying, and faxing in your office. Many times, companies don’t even know how many devices they have.

Print Rules – Software that enforces print policy goals – whether to reduce waste and shrink costs or be a greener organization. Print rules can be created that block users from printing in color or from using certain copiers/printers to defaulted to double-sided printing. 

Print Tracking – Allows you to track network-connected device usage. You can track by user, department, by device, by time of day, print job size, etc. 

Pull Printing – Pull printing is a security feature allowing the print job to be saved in the print queue until authorized to be printed and released to the tray. This security feature also eliminates waste and ensures that the authorized users collect the printed job. This helps to prevent data breaches caused by confidential data being exposed to being taken by anyone from a print tray. 

Scanning – Using software to convert a paper document into a digital version for easier retrieval or insertion into a workflow.

Scan to Cloud – the ability to scan directly to a cloud-connected app, such as Dropbox, Google Drive, etc.

Scan to Email – scan a document directly into an email.


Don’t let the stress of today’s technology terminology intimidate you, we would love to talk to you about your options for print management.  Contact Us today to get started.