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How Much is Printing Costing Your Business?

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How Much is Out-of-Control Printing Costing Your Business?

Probably double what it should in extra paper, toner, ink, and printer maintenance costs.

When the Finance Department identified almost $1,000,000 (500,000 pounds) in printing costs for the year, executives knew there was a problem. Just three years earlier, the annual cost of printing was roughly $200,000 (100,000 pounds). While staffing had grown, it could not account for the huge increase in consumable printing costs for the University Hospital Birmingham NHS Foundation Trust (UHB), which runs two hospitals employing about 7,000 in Birmingham, United Kingdom.

"What caught us off-guard was the large number of inkjet and low-end laser printers bought for personal use," explains Stephen Chilton, Technical Architecture Manager for UHB. "Because of their minimal purchase price they weren't included on asset lists, yet the cost of uncontrolled printing in ink, toner, and paper was horrendous. We realized we had to contain printing costs to avoid putting the organization's bottom line at risk."

Like many budget-conscious corporations and small businesses worldwide, UHB was caught in a conundrum -- how do you provide printing access for legitimate, business needs while weeding out wasteful, costly printing abuse? In contrast to labor-intensive oversight, expensive hardware, or piecemeal solutions, a new generation of software is enabling comprehensive print tracking and quotas across business networks.