Department of Veterans Affairs

Printer Reduction and Consolidation

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As information flows through an organization documents are the key component that drives it. The cost of maintaining and printing documents are very costly to every organization. A good portion of the cost is printing, which includes paper, consumables, power/cooling (i.e., AC) and maintenance. These costs can be controlled or at the very least reduced. A recent Info Trends market research study indicates that the output costs for printers and multifunction devices in an average company account for about 2% of that company’s annual revenue.


In order to reduce cost an organization must take into account simple solutions to cut cost of printing such as walking to a shared (networked) printer, using network printers as opposed to desktop (locally connected) printers, and printing on both sides of paper when possible. With the cost of printing so high, one of the easiest ways to cut these costs is to implement a more effective way to manage the fleet of printers and multifunctional devices.


Simply put, in mixed environment of old and new devices, the management of each of those devices can be very different. By standardizing to one device or platform the management of the device can be made easier, end-users won’t be required to learn different devices and supply management (consumables) can be simplified. We have recently completed printer standardization and upgrades to the printers in all of the nursing stations.

Prior to the upgrade many of the nursing stations had printers that were over five years old, out of warranty (replacement parts not readily available) and unreliable. The standardization allowed us to set aside hot swap spares printers in case of device failure reducing the amount of downtime to a fraction of the time.

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Idea No. 14644