Office Copier Tips: What is Papercut and What are the Benefits?

You might have heard some of your business associates mention PaperCut but don’t know what they’re talking about. You’re wondering, “What is PaperCut, and how can it benefit my business?”

The first part of the question is easy to answer. It’s print management software that you can embed into your office copier. The second part of the question is a little bit more involved, so let’s dig into the benefits.

How Does PaperCut Benefit Businesses?

Your authorized printer dealer or local copier company, like AOS, can help you add PaperCut to your multifunction printers (MFPs). 

Once doing so, you’ll have access to features that include print tracking, print policy management, Find-Me printing, and so much more. Although these features provide numerous benefits, some stand out more than others.

Reduce Printing Costs 

On average, companies spend $1,200 per employee per year on printing costs. The costs are so high that they can make it almost impossible for small to medium-sized businesses to profit. Fortunately, you can drastically reduce printing costs with PaperCut.

There are tons of ways you can lower your printing costs with PaperCut:

  1. You can set filters and rules, so your employees print in black and white instead of color. This alone can save your company a bundle.
  2. You can use filters and rules for double-sided printing, cutting your paper consumption in half. If you cannot print all of your documents on both sides, you can use filters to encourage employees to use double-sided printing when possible.
  3. Print scripting can also help you reduce your costs. Once enabled, it will evaluate the available devices and send each print job to the most affordable one.

On top of these three reasons, PaperCut lets you set print quotas and budgets. This is especially helpful if your employees tend to print many pages for personal use, as they’ll be less inclined to do that when there’s a budget or quota in place. 

After all, they don’t want to have to let you know they’ve reached their budget without getting their work done due to personal projects. This will do more than cut paper costs—it will also help you save money on toner.

Additionally, you can use the software to enable printing chargeback for applicable clients. While this isn’t an option for all industries, it can come in helpful for those that bill clients for printed pages.

Improve Security With PaperCut

Keeping your documents secure is also vital for your business or organization. Fortunately, PaperCut has numerous features that will help you improve document security:

  1. You can use features like two-factor authentication and secure print release to ensure that the documents go to the right people.
  2. You can benefit from security features that include print archives, digital signatures, and watermarking.
  3. You’ll have access to audit trails to help you evaluate your document security needs.

Your business’s reputation is on the line each time you step into the office. You can maintain a solid reputation in your industry by improving security, so this is critical.

Make Printing Easy for Staff

While you want to maintain control over your office printing environment, you also want it easy for employees to produce the documents they need. Fortunately, PaperCut lets you keep control while making printing more accessible than ever for your staff.

First, your employees will love using “Find-Me printing” once you enable the PaperCut software. This feature releases jobs to the office copier closest to the employee, saving them time. Then, they don’t have to go from copier to copier, looking for the right one.

Also, PaperCut allows employees to add their own devices to the network and print from mobile phones and tablets. You’ll just need to add the devices to the system, and they can get to work with ease. By making it easier to print, your employees should enjoy a boost in productivity. That, of course, can lead to an increase in revenue. 

Become More Environmentally Friendly

More and more business owners and managers are emphasizing their role in the environment. They’ve discovered that being environmentally friendly provides a competitive advantage in saturated markets while also helping them become more productive. 

If you’re interested in joining the environmental movement, PaperCut can help you reach your goal. 

With papercut, you can reduce consumable waste once you enable quotas and print policies. Additionally, the software provides reports on carbon emissions. You can even look at the impact your printing has on trees and make changes as necessary.

If you need help choosing which rules to put in place, your authorized copier or printer dealer can help. 

In fact, your dealer can go over all of your needs and set the rules for you. Then, the dealer can review your reports to show you how you’ve cut waste since starting to use PaperCut.

Identify Waste by Department and Employee

You can use PaperCut to generate reports that track printer usage by department and employee. You can then review the data to determine which departments have lots of waste and which ones are making wise printing choices. 

A printer usage tracker helps identify issues by department and employee. You can use the information to inform your printing policies moving forward.  

Bypass Offline Devices

Your main office printer might go offline from time to time. While that can be frustrating, PaperCut can help you avoid work bottlenecks. 

When a printer is offline, it can recommend another device to use. This improves efficiency while reducing frustration, and you’ll even notice a boost in productivity with this feature alone.

The Final Say: PaperCut Is an Asset for Business

These are just some ways that PaperCut helps businesses of all sizes—so be sure to contact an authorized printer dealer if you would like to learn more about using the software. 

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