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Enhancing Data Security and Cost Efficiency in Schools with Managed Print Services

Mar 8, 2024 11:22:51 AM

In today's digital age, educational institutions face the dual challenge of safeguarding sensitive data while managing tight budgets. Not only do Managed Print Solutions (MPS) help in controlling printing costs, but they also play a crucial role in bolstering data security. In this blog post, we'll delve into how Managed Print Services can empower schools to enhance data security and cut costs by tracking usage to reduce unnecessary printing.

Understanding Managed Print Services (MPS)

Managed Print Services encompass a range of services aimed at optimizing an organization's printing environment. These services typically include print fleet management, maintenance, supplies replenishment, and print usage tracking. By outsourcing print management to a specialized partner, schools can benefit from expert oversight, proactive maintenance, and cost-effective solutions tailored to their needs.

Strengthening Data Security 

Data security is paramount in educational institutions, where sensitive information such as student records, financial data, and confidential documents are regularly handled. Managed Print Services contribute to data security in several ways:

1. Control Access: MPS solutions often incorporate authentication mechanisms such as swipe cards or PIN codes to control access to printers. This ensures that only authorized personnel can print, copy, or scan documents, reducing the risk of unauthorized access to sensitive information. One such software with a long track record in the academic world is PaperCut MF. This solution safeguards a document from submission to collection, ensuring protection throughout its entire journey.
2. Encryption: Many MPS providers offer encryption capabilities to protect data transmitted between devices and during printing. By encrypting print jobs, schools can mitigate the risk of interception and unauthorized access to printed documents.
3. Secure Printing: Secure printing features enable users to release print jobs only when they are physically present at the printer, preventing documents from being left unattended and reducing the likelihood of unauthorized access.
4. Audit Trails: MPS solutions provide detailed audit trails that track printing activities, including user identities, time stamps, and document details. These audit trails facilitate accountability and enable administrators to identify and address security breaches or policy violations effectively.

Cost Efficiency through Usage Tracking  MPS for Ed Blog

In addition to enhancing data security, Managed Print Services help schools optimize printing costs by tracking usage and identifying areas for improvement:

1. Usage Monitoring: MPS solutions monitor printing activity across the school's fleet of devices, providing insights into printing volumes, trends, and costs. By analyzing usage data, administrators can identify opportunities to reduce unnecessary printing and implement cost-saving measures.
2. Print Policies and Quotas: Managed Print Services enable schools to enforce print policies and set printing quotas for users or departments. By implementing policies such as duplex printing or color restrictions, schools can reduce paper and toner consumption, leading to significant cost savings over time.
3. Supply Management: MPS providers proactively manage supplies such as toner cartridges and paper, ensuring optimal inventory levels and eliminating waste. By streamlining supply management, schools can minimize downtime and reduce overhead costs associated with maintaining a large inventory of printing supplies.


Managed Print Services offer a comprehensive solution for schools seeking to enhance data security, streamline printing operations, and reduce costs. Talk to Access Systems about how we can help identify areas for improvement in your print environment with a free print assessment:

Topics: Data Protection, managed services, Print Strategy, managed services provider, Education, Schools, Cost Savings

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