Every office prints documents daily, but few realize how much environmental impact their print fleet can have. From the energy consumed by printers to the waste generated by inefficient supply use, unmanaged printing quietly adds up to a bigger footprint than expected. For businesses aiming to reduce waste and cut costs, smarter print fleet management offers a clear solution.

Greener Printing With Smarter Fleet Management

Managed Print Services (MPS) focus on optimizing your entire print environment. This includes tracking how and when devices are used, identifying inefficient machines, and streamlining supply inventories to avoid waste. By adopting MPS, organizations gain better control over printing habits while supporting sustainability goals.

Managing documents is hard enough when everyone shares the same hallway—add multiple countries, time‑zones, and languages, and the challenge can feel overwhelming. Email attachments vanish, file versions collide, and sensitive data travels unsecured. A cloud‑first strategy becomes essential, and that’s exactly where DocuWare shines.

Working Across Borders Without Losing Control

DocuWare’s cloud platform replaces scattered folders with one secure, searchable repository accessible 24/7. Instead of juggling VPN logins or waiting for a colleague to wake up eight time‑zones away, team members can locate the exact document they need in seconds. Centralization removes the guesswork, while built‑in indexing ensures new files land in the right place automatically.

If your organization operates across several offices or states, your printer fleet could be exposing you to more risk than you realize. Each device is a potential entry point for data breaches, especially when there’s no centralized oversight or uniform security policy in place.

It’s easy to overlook printers when evaluating cybersecurity protocols. But these devices store and transmit sensitive information—like HR files, financial documents, and client records—and are just as susceptible to breaches as any laptop or server.

Security risks in large fleets

Without proper management, printer fleets can introduce:

As more businesses transition to hybrid or fully remote models, traditional document storage can’t keep up. Shared drives and email attachments may work in the short term—but they often lead to security risks, version control issues, and accessibility headaches. And when employees are spread across multiple locations, having a single source of truth for business-critical documents becomes essential.

Why cloud-based storage makes sense

DocuWare offers a cloud-based document management system designed to streamline your workflow without compromising security. It provides:

As hybrid work becomes the norm rather than the exception, many organizations are taking a second look at the overlooked corners of their infrastructure—like their printer fleet. What once worked fine in a centralized office doesn’t always translate to distributed teams. That’s where smart printer fleet management becomes more than just a logistical win—it becomes a business necessity.

The hybrid challenge: too many printers, not enough oversight

With employees splitting time between office and home, many businesses now have more devices in more locations than ever before. Printers are no longer limited to a few networked machines in a central hub—they’ve proliferated into branch offices, remote setups, and shared coworking spaces. Without a centralized system in place, tracking usage, supplies, and service needs can quickly spiral out of control.

Printer fleet management helps rein things back in.