How Educational Facilities Can Save Money On Printing

Education facilities have always had to stick to a budget, even for something as simple as print jobs. Printing forms, school work, and other documents can take up a surprising amount of a school’s finances. There are ways your school can save money on printing, which leaves room in the budget for other things.

Evaluate your copiers

It is not uncommon to see a collection of different copiers in educational facilities. These can be both simple printers or multifunction copiers. Multifunction machines can do more, so they will be more valuable. If you have all of your copiers and printers evaluated, some may need to be replaced with more energy-efficient models. This will save your school money in the long run.

If it is necessary to buy or lease new copiers, you will need to keep a few things in mind.

1. There are many features to choose from, especially with a multifunction copier. Printing, making copies, scanning, and even sending paper documents directly to email are all available. Focus on print capacity, speed, color vs. black and white, security, and memory when looking at these.
2. Security is vital for educational facilities to maintain. Your copiers must be secure too, so look for options with file encryption and access control.
3. Make sure you can get supplies for your equipment efficiently.
4. The size of the copiers you choose should be a factor in your choice. Before buying or leasing larger machines, make sure you can fit them in your offices.

Look at your printing needs and practices too

Getting newer copiers is not the only way to save on printing costs. You will need to have your printing needs and practices evaluated as well. With so many people printing and copying, it can be difficult to keep up with the supplies that are used.

Monitoring the print and copy jobs throughout your school may seem daunting, but it is possible. A managed print services (MSP) company can help you discover how often you print, how much, and how your copiers are handling the workload. After their evaluation, they will be able to give you the information needed to make money-saving decisions.

Maintain and repair your copiers and printers

It may seem easier to wait to make repairs on your copiers and printers when budgets are tight. But, this could be a mistake that impacts your school’s finances over time. An efficient way to take care of maintenance and repairs is to have a managed print services schedule. A technician will make sure your equipment is in good shape, and if it isn’t, repairs can be done in a timely manner.

Managed print services in Amarillo and Lubbock

If you would like to examine the comprehensive costs of your copying and printing, UCI Document Solutions can help. Our MSP Program covers every aspect of owning and operating multifunction copiers, including repair, maintenance, monitoring, and supplies. You can reach us at (806) 372-7722 in Amarillo or (806) 722-0544 in Lubbock, or Contact Us by email for more information.