Paper and Law Firms — A Case for Managed Print

Paper and Law Firms — A Case for Managed Print

Lawyers deal with reams of paper every single day.

In fact, most of what law firms handle — deeds, wills, contracts, leases, litigations, and agreements — are all document intensive and paper-centric tasks.

In fact, the average law firm is currently spending about 3% of its gross revenue on printing and hard copy output of documents. Of this percentage, about 30% goes toward toner costs and fees for equipment maintenance.

Still, most of today’s firms are unaware of how much their bottom lines are impacted by printing, potentially due to lack of coordination among departments regarding expenditures on equipment and supplies.

While it’s not possible to completely eliminate the demand for print output in legal firms, these organizations can benefit from leveraging the benefits of a managed print services (MPS), such as:

  • Improved document workflow
  • Printer fleet optimization
  • Auto-replenishment of supplies
  • Reduced dependency on paper
  • Enhanced security

Alongside these benefits are a range of other features and solutions that can be introduced to minimize expenditures while increasing the overall level of productivity.

Managed Print Services Benefits for Legal Firms

Legal firms have a lot to gain from partnering with a competent MPS provider. Three of the greatest benefits of optimizing print infrastructure and workflows are outlined below.

1. It’s the Law — Security and Compliance in Print

Security is critical in law firms since nearly every task may involve a document containing sensitive or confidential information. These can include insurance data, medical information, criminal background checks, court evidence, and financial details.

Handling this information puts firms at risk of data breaches and underscores the need for firms to act in compliance with global, federal, and state data privacy legislation.

With MPS, administrators can provide authorization to specific users, who must then use authentication to receive printed documents from a specific device. If the authorized individual does not retrieve the copy, it stays within the print queue, keeping sensitive data out of the wrong hands.

Additionally, MPS provides automatic updates, software patches, and upgrades on equipment to ensure the latest security protocols are in place to protect your documents. With hackers targeting law firms in increasing numbers, keeping current with the latest cybersecurity is paramount.

2. A Clear Case — How Cost Transparency Saves Money

The print environment is rife with hidden costs — from high maintenance and downtime on outdated equipment to the salaries of in-house IT professionals who must spend valuable time performing mundane maintenance or troubleshooting tasks.

Other factors to consider are the lack of compatibility among various operating systems, hardware, and equipment and how that affects the productivity of staff when machines break down or are limited in function.

A quality MPS program will assess your current print environment, tighten up and coordinate infrastructure for optimal function, and implement a series of cost-saving conventions such as:

  • Automated replenishment of supplies
  • Supplies addressed for specific printers to encourage zero waste
  • Options for remanufactured toners and inks that are up to 35% more cost-effective than OEM products

Deploying these measures can help law firms save up to 30% of their total print spend, in addition to deferring capital expenditures by extending asset life through comprehensive routine maintenance.

3. How Print Optimization Drives Productivity

Optimizing print workflows by creating a smartly designed print infrastructure helps employees excel at what they do best — meeting deadlines, preparing information for clients, managing trial tasks, and generating revenue.

A qualified MPS provider will provide help desk and on-site remediation of issues, and maintenance will be performed seamlessly at routine intervals to ensure all equipment is functioning at full capacity.

Workflows are further streamlined through macros that are set once to avoid time-consuming entering of redundant commands each time your machines are accessed. Using specific software, you can also report billable activity, monitor printing, and track documents.

Software that indexes information for easy searchability makes finding — and storing — client-related data fast, easy, and secure.

PointManagement Managed Print Has You Covered from Boardroom to Trial

No matter what kind of law your firm practices, our team of industry experts can easily customize a managed print program to fit your needs and goals — saving you money and helping to drive the kind of revenue that makes for a healthy bottom line.

Our professionals have the in-depth knowledge to conduct an assessment of your current print environment to uncover hidden costs and assess functionality.

Afterwards, we’ll design an MPS program that will help take your firm to the next level of productivity, security, and cost-savings without interrupting your current workflows.

Ready to see how a PointManagement MPS solution can help your law firm excel, cut costs, and drive revenue? Contact a PointManagement MPS consultant and get an assessment today!