Cyclope-Series Team Blog

Many educational institutions have problems in managing their budget. There are so many fields and activities that require significant parts of the budget that schools often face difficult situations when it comes for allocating resources. In this case, reducing cost has become a common issue for schools as well.

First thing to do when improving school budget is desired is to monitor every field and activity and try to reduce corresponding spending. And costs associated with printing activities are a considerable field that can be controlled and where significant funds can be saved.

Let’s face it, if students can print unlimited number of pages (with their favorite music star or their favorite soccer team) they will do it. And when other school activities have to suffer because of budget limitations, this is getting unfair. Schools have to be informed about the way their resources are being used and all the necessary actions must be taken in order to stop wasting ink, paper and printer wear and tear.

Here is a set of questions whose answers should provide the solution to this issue: Who is printing, what is printing, where and when is printing? By identifying printing habits of the students and by efficiently allocating resources, paper waste can be significantly reduced by eliminating reprints and identifying faulty devices. A malfunctioning printer with faulty paper feed can cost a lot in wasted time and wasted paper because of frequent paper jams resulting in reprinting.

As a solution to this issue, more and more schools, colleges and universities invest in print management solutions to control printers’ usages within their institutions and to reduce their spending. Beside the monitoring features of these kind of software, there are also restricting features available. Printing rules can be created based on different criteria: for example, students can be forbidden to print documents containing specific words in the title or in the body of the document, documents exceeding a specific size, a specific number of pages, costs can be associated to each printer and bill the person responsible for each excessive print, and so on.

As for the investment, this really pays back very quickly and savings could be reinvested back into school (let’s not forget about the constant need for upgrading equipments, PCs, printers, etc). Monitoring and controlling printers’ usage will definitely save significant school budget, not to mention the educational institutions support to eco/green paper reduction objectives. So, schools can save money and go green in the same time.

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