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Understanding & Improving Print Management in Business

Suppose you’re in charge of constructing and maintaining an extensive printing infrastructure consisting of various applications, printer languages, drivers, and operating systems. In that case, you know how time-consuming and costly it can be to manage the setup and management of each printer one by one. 

A print management system is a must for any business that wants to manage its printing needs efficiently. This guide will focus on what a print management system is and the different types of software and equipment that will improve weaknesses in your print management efforts.

What is a Print Management System?

A print management system allows an administrator to set up, maintain, and allocate the usage of printers from a central hub at the touch of a button. As a result, you can remove and replace inefficient printers with ease. In addition, with a print management system, you have much better control over reducing printing costs when multiple printers are in your infrastructure. 

A print management system allows you to allocate certain printers to specific users with permission adjustments. These permission adjustments enable the users to see the network printers you allow them to use.  

Types of Print Management Software

Printer Spooler

Another component of an effective print management system is the printer spooler. This executable file retrieves the location of the correct printer driver and loads the driver when someone initiates the command to print. Next, it schedules the print job for printing.

Output Management Software 

Output management software is the brains or control center for print management systems. Output management software not only contains a central database for printer management but also contains other features, such as:

  • Document conversion
  • Logging
  • Monitoring
  • Routing
  • Job Control
  • Accounting

End-to-End Encryption

End-to-end encryption of your print management system is essential if your organization handles sensitive data that you must protect from being accessed or stolen. In addition, end-to-end encryption is also necessary if your company must adhere to compliance standards

Equipment that Print Management Systems Can Manage

Print Servers

Servers can be network devices or computers loaded with print management databases and output management software. However, print servers don’t necessarily have to be hardware devices. Cloud technology can provide print server capabilities remotely without you having to house and maintain equipment. 

Mobile Devices and Computers

The owners of these devices can send print commands to the printer server. In the print management system, you can set permissions on which mobile devices or computers can use which printers.


Inkjet printers, laser printers, plotters, and 3D printers are all examples of printers on one network. If your organization’s printer infrastructure contains all types of printers, a print management system can manage each one effectively to avoid waste and excessive time consumption.

Improve the Weaknesses in Your Print Management System 

All of these components are an essential part of the print management system. You may have none, some, or all of these components. However, pointing out the critical components and how they work in a print management system may prompt you to reconsider whether your print management system is as efficient and cost-effective as it can be.

Suppose you find that you need more print management components or components that require upgrades to be able to get the highest level of efficiency and cost-effectiveness possible. In that case, consider a reconfiguration of your print management system.

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