Thinking About Using a Cloud Print Management Software?
Hi there! My name’s Lee Cowin and I’m your Solutions Consultant here at Woodbank. I’ve spent over a decade in the world of office equipment and digital solutions, helping businesses just like yours get set up with the right print & document management software. In this blog, I’ll be walking you through the things you need to know when you’re thinking of using a cloud print management software solution. I’ll also be using just one of our recommended solutions, PaperCut Hive, as an example.
Let’s get started…
Things to Consider When Using a Cloud Print Management Software
Will my current printers support it?
Before making the leap to a cloud print management system, it’s crucial to ensure compatibility with the printer brands and models you’re currently using. A smooth transition depends on seamless integration with your existing hardware. For example, PaperCut Hive is supported on all of the printers we recommend from Konica Minolta, Sharp, and Kyocera, whereas another solution would be more appropriate if you’re using a different brand of printer.
What features will I need? Which are supported?
If you don’t assess the features you need before settling on a solution, you may end up paying more for features you don’t need. You could also overlook some minor features you’ll need in future. So, analyse your needs and then try to find a print management software that supports them. Does it offer core features like secure printing, remote release, and mobile printing? We recommend Papercut Hive as its features can help improve security, reduce waste and make printing easier. If you think you’re overlooking some of the minor features, or unsure what you need, that’s what we’re here for.
How will I create and manage users?
Some print management solutions are simpler to use than others. Explore user management options offered by the cloud solution. Can you easily add, remove, or modify users? Is single sign-on (SSO) possible on the system? Streamlined user identity management is key for efficient print management. When we use Papercut Hive, for example, we can set it up so you can manually or automatically add users. Simple. For manual, all you’d need to do is send them an invite via email. We can also help you with the more advanced types of access for increased security.
Where is my data stored and is it secure?
Before choosing a solution, clarify where print data is stored. Some organizations prefer local storage for compliance reasons, while others opt for cloud storage for accessibility and flexibility. There are also hybrid models available, too. Understanding data storage options ensures alignment with your organization’s security requirements. PaperCut Hive, for example, can integrate easily with Microsoft Entra ID (formerly Azure) which is very secure.
Can I mix cloud and on-premise?
You can with some solutions, but not all! Consider whether a hybrid model, combining on-premise and cloud components, suits your needs and if you have the hardware for it. A hybrid approach offers gradual migration and flexibility, accommodating more diverse printing environments. With PaperCut Hive for example, you can have an on-premise mesh which gives you all the benefits of cloud while keeping your documents local. This is something we would discuss as we review your needs.
Which data centre am I using?
Depending on your level of compliance and security, you may want to consider the geographical locations of data centres hosting the cloud print management software. The locality of your data, your ability to control where it is geographically, and latency and delays are all factors to consider for optimal performance and regulatory adherence. Whenever we set up a customer on PaperCut Hive, we can simply select a UK data centre.
Need support?
We know that you have unique needs and it’s an important decision. That’s why Woodbank Account Managers and I work directly with customers and prospects, both with or without an IT department, on reviewing these areas based on their individual operational and security needs. If you’re exploring the idea of a cloud print management software, then contact us today for a chat!