Cloud Printing Solutions: 9 Factors to Consider When Choosing a Cloud Printing Platform

It has been over two decades since cloud computing was introduced. Back then, the concept wasn’t commonplace so a lot of companies were hesitant to incorporate it into their system.

Fast-forward several years later, and the popularity of cloud adoption has risen and steadily continues to do so. The reluctance about it has almost completely disappeared following the events brought on by the COVID-19 pandemic.

Many companies and organizations have adopted the work-from-home model, which relies heavily on web-based cloud services. Thus, experts predict cloud growth, including cloud printing solutions, to grow even more rapidly in 2022.

Let’s take a look at the benefits of cloud printing solutions and what you should consider when choosing the right platform. 

How Does Cloud Printing Management Help Your Company?

A large office with a lot of busy employees at their desks

Printing is a vital part of any business, but because most employees are working remotely, figuring out how to manage print output has become a challenge. 

Tracking your printing, saving on printing costs, and limiting wastage while keeping your system secure at the same time can get complicated. This is where cloud printing solutions like cloud printing management come in. 

According to statistics, every dollar spent on printing supplies is another $9 spent on managing the printing environment.  

But with cloud printing management, you can get the benefits of cloud printing with the added perks of the overall handling of your printing system. This way, you are provided with an efficient and optimized way of managing your devices and printing processes.

9 Factors to Consider When Choosing a Cloud Printing Platform

When done the right way, there’s no doubt cloud printing management solves most (if not all) of the printing problems that many businesses face today. 

But if you want to shift your print infrastructure to the cloud, how do you choose the right cloud printing platform? Consider the following:

1. Choose Security Above All Else

According to the latest statistics, almost 60% of organizations reported at least one print-related data breach in the past year. 

To keep your data invulnerable to cyber attacks, it’s best to opt for cloud printing solutions that have strict security measures such as IdM (Identity Management), SSO (Single Sign-On), or user authentication management.

Your choice of cloud printer solution service should also be able to define where your data is located, who has access to it, and how long it’s stored.

2. Integration Option

Regardless of the obvious benefits of cloud-based printing, some companies hesitate at the idea of tossing their existing legacy printing asideand understandably so. Nobody wants thousands of dollars invested in traditional print infrastructure to go down the drain!

Thus, it’s best to choose a cloud printing solution that can integrate with your existing infrastructure instead of simply replacing all of it.

3. Multi-tenant or Single Tenant?

Depending on the needs of your organization, you can choose between multi-tenant or single-tenant architecture. But what’s the difference between the two?

Single tenancy is where one customer (tenant) is provided with a singular instance of SaaS (software-as-a-service) application and database dedicated just for them. The tenant can customize the software that best suits them once it’s installed. However, they don’t have access to any underlying code. 

That single instance of SaaS is shared by multiple customers in a multi-tenant setup. They share the same application and database. You can take a look at the table below to get a clearer picture of the unique advantages of multi-tenant and single-tenant architecture:

Single Tenancy Multi-tenancy
Data is independent of other tenants  Cost-per-user is lower
Data is stored separately, so it’s more secure Easier to set up
More reliable  Requires less maintenance
Flexibility in customization  Fewer hardware requirements
Can easily be restored Efficient resource usage

4. Data Reporting and Analytics

Two of the most valuable insights in print usage are reporting tools and predictive monitoring. It shows you who is printing what, giving you a look into their printing activity and habits. 

This visibility enables business decision-makers to monitor and control costs and maintain operational efficiency.

5. VPN Requirements

Most cloud printing solutions are hosted on cloud servers that require a VPN tunnel to connect to the network. However, a VPN creates an unnecessary security weakness that can compromise your entire network. It can also affect connection performance and overall cost.

6. Hybrid or Serverless?

For smaller organizations with just a few printers and workstations, serverless models might be the best approach. It might also appeal to companies looking to cut down on print server costs and IT administrative load.

If you have security concerns, however, or if you don’t want to eliminate existing print servers, a hybrid solution might be the best option for you.

8. Accessibility

Another important factor to consider when choosing the right cloud printing platform is accessibility. It should allow easy access to print services for your team, especially in the current COVID-19 situation.

Ask your provider if they offer mobile and BYOD (Bring Your Own Device) options so your team can print from their chosen device wherever they are – whether they are in the office or on the road. 

9. Scalability

It’s also important to know how your provider supports scalability. A scalable solution will allow you to quickly adapt to the sudden increases in traffic or workload demands without affecting storage and performance.

8. Native Driver Support

If you want to maximize the features of multifunction printers, consider cloud printing solutions that offer native driver support. Or if not, look for universal print drivers that support the functionalities often used by your team, like collation, double-sided printing, etc.

 A creative visualization of Cloud computing network technology

Cloud Printing Solutions Made Easy With Integr8

Choosing a cloud printing platform is a significant decision that can affect not just your printing environment, but your overall business flow. 

If you want to know more about how to choose a cloud printing platform or how you can keep your business functions flexible and secure through cloud printing management and other cloud printing solutions, we’re here for you.

Integr8 has been helping businesses all over Canada and the United States optimize their processes and enhance productivityultimately freeing up their time so they can focus on other crucial aspects of their business.

You can send us an email, give us a call, or visit our website to learn more about our services.

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