Is Cloud Printing Worth It?

With the rise of cloud infrastructure and the decline of traditional on-site servers and data centers, companies are increasingly shifting their printing operations to the cloud. But is it worth the investment?

Let’s explore the cost of on-site servers, how cloud printing compares, and considerations to help you make an informed decision for your business.

The cost of on-site servers

Before we dig deeper into cloud printing, let's consider the cost of the alternative: maintaining an on-site server. These centralized, dedicated computers provide services and shared resources within a business.

Operating an in-house server involves multiple expenses, such as:

• Centralized items, like physical or virtual software
• Licensing for operating systems, antivirus protection, and data backup solutions
• IT support and labor for each server
• Electrical power, cooling, secured physical space, and backup power
• Access options for users (network printing, VPN access, mobile printing, etc.)
• Add-ons like disaster recovery and high availability options

On average, maintaining an on-premises server can cost between $150 to $300 per month, translating to $1,800 to $3,600 annually. This expense can quickly add up, especially if your business operates multiple servers.

How cloud printing works

Unlike traditional on-site printing servers, which require a direct connection and often limit printing to on-premises devices, a cloud-based print server allows you to store documents and information in the cloud and send them to the nearest printer, regardless of location.

This technology enables you to print from any authorized device — computer, smartphone, or tablet — connected to the cloud, so employees can print documents even if they are not physically present in the office. The process is seamless and secure, thanks to sophisticated cloud print software that manages print jobs over the internet.

One popular cloud-based printing option is serverless printing, where a third-party provider hosts the server, allowing you to pay only for what you need. This approach is generally more cost-effective than on-site printing servers, which often require significant upfront investment and ongoing maintenance costs, regardless of usage.

Benefits of cloud printing

Cloud printing offers numerous advantages over traditional on-premise printing, including:

• Improved accessibility and mobility — Employees can print from anywhere. This is particularly beneficial for remote, hybrid, and/or traveling employees, as they don’t need to be physically present in the office to print.
• Simplified printing processes — Cloud printing simplifies your organization's printing processes by reducing IT burdens. Users no longer need to manage software, drivers, or cables, and updates are automated, which translates to fewer support tickets and less time spent on troubleshooting printer issues.
• Scalability — Cloud printing solutions are inherently scalable, allowing you to adjust your printing needs based on actual usage. Whether your business experiences seasonal fluctuations or long-term growth, cloud printing enables you to scale up or down effortlessly without the hassle of managing physical servers.
• Cost reduction — By transitioning to cloud printing, you can significantly reduce operational costs. Instead of investing in multiple servers and their upkeep, cloud printing enables you to cut down on hardware and maintenance expenses.
• Enhanced collaboration — Cloud printing fosters improved collaboration among team members, regardless of their location. By centralizing print management in the cloud, employees can effortlessly share and access documents for easier communication and teamwork.

Key considerations for cloud printing

While cloud printing has clear advantages, it's critical to evaluate whether it's the right fit for your organization, and if so, to carefully select a vendor based on your unique needs. Consider the following factors:

• Security — Depending on the types of documents your organization prints, you may be obligated to comply with privacy and security regulations like HIPAA and GDPR. Ensure that your cloud printing solution meets those needs, and discuss security measures with your provider to protect your data throughout the printing process.
• Control — Outsourcing services to a cloud provider may result in less control over your data. Even if your provider meets certain requirements for uptime, security, and maintenance, you may have limited influence over data storage and software update cycles.
• Backup options — Cloud printing relies on internet connectivity, so it’s vital to establish contingency plans if servers go offline. When choosing a provider, evaluate their ability to provide business continuity and minimize disruptions in your operations through backup options like redundant servers and offline printing capabilities.

Streamlining your printing processes

Transitioning your printing operations to the cloud can be a strategic move towards efficiency, cost savings, scalability, and more. And with the UBEO team on your side, it can also be a straightforward process.

Whether you’re switching providers or evaluating cloud printing options for the first time, we can help you identify the best way to optimize your printing strategy. Not sure if cloud printing is the right fit for your organization? Our experts will evaluate your current setup and provide brand-agnostic recommendations.

Ready to discover the best options for your business? Get a Business Technology Assessment.