The Hidden Costs of Print & Document Management – And How You Can Slash Them”

Introduction
Print and document management may seem like mundane overheads, but they quietly impact your bottom line and efficiency. At QIS Ltd, specialising in “Managed Print” and “Document Workflow & Automation”, we regularly uncover hidden costs in businesses and help them streamline.

The sneaky cost-drivers

• Under-utilised printers / MFDs: Many offices have large devices that sit idle much of the time but still cost in maintenance and consumables.

• Wasteful outputs: Colour prints when black-and-white would suffice; unnecessary single-sided printing; untracked duplicates.

• Unoptimised workflows: Paper-based processes that require manual handling, filing and retrieval take staff time and increase risk of error/misfiling.

• Security & compliance risk: Documents left unshredded, insufficient tracking of who printed what, outdated firmware – all lead to liabilities.

• Hidden maintenance & downtime: Frequent breakdowns or service calls erode productivity and may require replacements earlier than expected.

How we help…
At QIS, our approach includes:

• Conducting a print-audit: reviewing device usage, cost per page, user printing patterns.

• Consolidating print hardware: replacing multiple older devices with fewer modern ones (from brands like Ricoh, Xerox, Lexmark) to reduce service contracts and simplify management.

• Implementing smarter workflows: for example, routing scanned documents directly into digital storage, using automated document workflows, reducing manual handling.

• Enhancing security: secure print release, audit logs, document destruction services, compliance tracking.

• Ongoing managed services: we monitor print environment, supply consumables, service proactively – you focus on your core business.

Benefits you’ll see

• Lower total cost of ownership for print infrastructure.

• Reduced paper usage and waste (good for your budget and the planet).

• Faster retrieval, better control of documents.

• Improved staff productivity (less time chasing files/print issues).

• Stronger compliance and less risk of document-leakage or mis-handling.

Client snapshot
A professional services firm we worked with reduced their active printer count by 40%, cut toner/spares spend by 30% and reduced retrieval time for archived documents by 50%. All by re-engineering how they printed, stored and accessed documents.

Conclusion
Print and document management might feel like small potatoes, but when left unmanaged they add up. With QIS Ltd’s managed print and document workflow expertise, you can turn this overhead into a lean, efficient, secure process. Want to start the audit? Set up a chat with our team today at 0330 400 4334