A thorough review of printing and imaging costs is frequently avoided, especially when taking into account running costs and related consumables. In addition, these functions aren’t usually controlled centrally in organizations. An IT department, for example, might purchase and install equipment and a facilities or purchasing group might purchase supplies for the equipment or approve maintenance costs.

According to estimates by Gartner, Inc., businesses spend 1 to 3 percent of their total annual revenue producing documents, and many of them are thrown away. Buyers Laboratory reports that more than 90 percent of all companies—and presumable governmental organizations—don’t track printing and copying costs.

Given the cost associated with copying and printing, organizations should look carefully at expenses in these cost categories. This represents a potential, untapped savings opportunity.

Here are some recommendations to manage printing and imaging costs—suggestions that could lead to significant savings.

1. Analyze usage data. This is the most important step to take. It’s difficult to develop a plan for controlling costs without taking a close look at current usage data.

Every organization has different printing and copying needs ranging from high volume or secure printing to color printing. Here are questions to consider in studying use:

• What are your monthly volumes?
• Do these numbers vary by month or season, and if so, how much?
• What has your historical usage been for black and white copying and for color?
• What changes in usage do you anticipate in the coming years?
• What is the ratio of color versus black and white copying? Is it appropriate?
• How does this information align with the lease and service agreements?

2. Inventory existing equipment. Each device has different operational costs. What devices do you have—printers, copiers and fax machines—and where are these devices located? What are the makes, models, and ages of the devices? Are there redundancies, and if so, where? Some additional information to gather would include:

• Which devices are used the most? Least used? (Underused devices are a waste of equipment and money; overused devices hurt productivity and can cause premature failure.)
• Which devices require a larger share of maintenance resources than others?
• Which devices generate the most complaints from users?
• Do you own devices that may need to be replaced in the future?
• Are devices being redistributed to circumvent the above issues?

Looking to the future, your organization should find the most efficient machines for your specific needs, considering initial outlay costs, equipment features and capabilities, and ongoing costs.

Beyond an analysis of usage data and developing a list of existing equipment, there are additional factors to look at related to printing and copier costs. Equipment maintenance and repair histories; document management services; and such services as IT help desk or network administration, mailroom, and print-shop services are all important considerations to take into account in developing a comprehensive view of the organization’s printing and copying landscape.

3. Investigate printer maintenance alternatives. There are two ways to manage the cost of supplies and maintenance for printers. The most common approach is to purchase toner from your office supply company and pay for repairs and maintenance as needed.

Another approach is to pay a service company for supplies and maintenance “by-the-click.”  This alternative, called managed print services (MPS), covers the cost of all supplies, maintenance, and repairs; reduces the risks of using remanufactured toner; and reduces IT resource requirements. This can be an effective approach to consider.

4. Leverage existing capabilities. The tips identified above are linked to this final recommendation. A detailed review can result in a more coordinated cost-savings initiative, allowing you to leverage your total spend or negotiating position with suppliers.

Imaging and printing costs can be tamed by scrutinizing usage figures, taking stock of existing equipment and projecting future needs, examining printer maintenance alternatives, and exploring opportunities to collaborate on services and purchases.