Tag Archives: printer software

Printer Monitoring Software: A Closer Look at PaperCut

Investing in the right printing equipment can lead to increased productivity and lowered printing costs.  But there are times when in-house printing can seem more tedious and hard to manage, which is why most companies feel that outsourcing to a print shop is a better option.

If you already have the right printing equipment in place, it’s not yet too late for you to make the most out of your investment.  All you need is the right process and tools to help you monitor and manage the printing activities in your office.

Our team has conducted a review of different printing management programs that can help you identify cost-saving opportunities and track printer usage.  Gone are the days when you would need your employees to sign their names on a logbook or printing sheet, which can be disregarded or lost!  You can now monitor all the printing activities in your office from your computer – even if you’re out of the office!

PaperCut

Image courtesy of PaperCut | PaperCut is one of the leading printer management software in the market today

Founded in 1998 by two university students, PaperCut has made its way to the top of the list of print monitoring programs in the market.  It is a FREE software that silently tracks employee usage by individual, department, or office, and reports usage costs in comparison with budgets and environmental impact.

The software provides real time activity logs and reports information such as the time of printing, name of printer, total number of pages printed, document names and titles, and much more.  PaperCut encourages the responsible use of company resources and creates an environment-friendly workplace.

Boost Your Printing Set-up with PaperCut

Below are 6 possible ways you can boost your print set-up with PaperCut:

Print Visibility

The PaperCut dashboard gives you a comprehensive view of who is printing, which printer they are using, what documents are being printed, and a time stamp for each print activity.  So, you won’t have to guess who printed the 2,000-page document that has now left you with very low print supplies.

Print Policies

You can formulate printing policies that would encourage responsible use of the printer, or make some intelligent rules to limit user behavior.  You can also use the program’s built in controls such as encouraging double-sided printing and more.

Mobile and Bring-Your-Own-Device (BYOD) Printing

PaperCut is compatible with numerous mobile print solutions like Google Cloud Print, iOS Printing, email, and also Web Print.  This will allow your staff to print from whatever device they are on, wherever they are.

Document and Device Security

PaperCut helps you protect confidential and sensitive information with their Find-Me printing system.  It allows your employee to find the nearest printer from a list of available printers, which is well-suited for big offices that operate under a common printer fleet.  Users can simply print under a virtual queue, and go to a print release station near them that PaperCut will automatically assign for them.

You can also secure and add a layer of security using digital signatures and watermarks to include the owner ID in every document printed.

Cost Control

Monitor cost by individual, department, or client.  You can set print quotas for every employee or department to encourage them to only print necessary documents.

Social Responsibility

One thing that we love most about PaperCut is that it measures environmental impact.  This printer monitoring software goes above and beyond by adopting sustainable practices and nurturing the culture of your organization to be more responsible about the environment by providing in depth reports on the environmental impact of your printing activities.

PaperCut Solutions

PaperCut offers two types of solutions depending on your current need or set-up: PaperCut NG and PaperCut MF.

PaperCut NG is the entry-level version of the product that includes basic features and services.  When you sign up for PaperCut NG, you will automatically be given a 40-Day Free Trial of PaperCut MF, which offers all the PaperCut features and support.  This is highly recommended for Small to Medium Businesses (SMBs) with limited budget, but it’s very DIY so you will have to configure the software on your own.

PaperCut MF provides you with everything that PaperCut has to offer.  It includes features such as Find-Me printing and Secure Print Release, while ensuring that you have ample support through the PaperCut Certified Partner Network.

PaperCut offers a free trial so you can test out the software before deciding on which product you need for your business and situation.  Overall, our team enjoyed PaperCut and we highly recommend it if you want to improve your printing efficiency and manage your office supplies better.

Love Your Printer: Easy Printer Care Tips

Many people pay attention to their printers only when the ink has run out or if it refuses to cooperate with their printing activities.  They are either too busy, lack the technical knowledge, or simply feel that it’s not that important to check on their printer regularly.

In fact, when people hear or see the term “Printer Maintenance”, you quickly see their eyes dull and you know that you’ve lost their attention completely.  Hey, we can’t blame you!  It does seem like a very technical and time-consuming thing to do.

Before we lose your attention completely, here are some simple ways you can ensure that your printer is working on optimal performance.  These are things you can do while printing, so you won’t even have to spend that much time on them!

It’s not difficult to keep your printer in top shape. You just need to know what to do!

Update Your Printing Software Regularly

See that notification on your printer asking you to check for updates?  Don’t ignore it.  After all, it’s not going to take too much of your time for your machine to connect to the internet to see if there are any new drivers or software that it needs to run on optimal performance.

Clear Paper Jams – the RIGHT way!

What is the most common problem that you’ll encounter with your printer?  Paper jams.  Yes, it’s those moments when you are in a tug-of-war battle with your printer over a piece of paper.

But your printer is not your enemy, so there’s no point in forcibly yanking that piece of paper from it.  This will only cause you more harm than good and we’re not just talking about your printer, but for you and your budget, too, because this can cause serious damage to your printing device.

ComputerHope.com advises that you need to first remove any loose paper from the loading tray.  Pressing the resume button is always a good idea, since most printers are equipped to eject the jammed paper on its own.

If this doesn’t work, it means that you need to help your printer out.  Start by removing the stuck paper, one sheet at a time.  Once the paper jam is cleared, you’ll need to check if the printer carriage can move freely.

If you are unable to resolve the paper jam from the loading tray, this means that you may need to clear it from the rear of the printer.  You will find some additional steps on how to clear a paper jam the right way in our blog on the 50 Common Printer Problems and How to Fix Them.

Clean It!

Just like your body, your printer also needs regular cleaning to keep it in tip-top shape.  Clean the exterior (or outside) of your printer at least once a week with a damp cloth just to wipe away dust, dirt and other contaminants.

While you’re at it, open the hatch and remove the toner cartridge to clean the gears and rollers.  If this is too complicated for you, use a small vacuum cleaner to remove the dirt and dust from inside with ease.

Store it Well

The location of your printer is important for its performance.  And we’re not just talking about the aesthetics and how it contributes to the overall design of your home office area.  Your printer should be protected from excessive heat or moisture, just like other electronics do.

Make sure that your printer is stored in a stable area to avoid it from falling over.  Make sure to cover it to protect it from dust and other contaminants, along with direct sunlight or moisture.

To thank you for your continuous support for us, we want to #SharetheLove by giving 2 lucky winners a $100 discount on any InkTonerStore purchase.

See? That wasn’t too difficult, was it?

Proper printer maintenance can be achieved if you maintain cleanliness and care when you use it.  These are simple reminders that we have been taught since we were children, so it isn’t rocket science.  The most important thing is that you are mindful with your printer usage and that you take care of your household devices and technology at all times.

How to Upgrade Your Printer Software and Firmware

What is Firmware?

Printer firmware is the OS, a core software that controls the primary hardware functions of the printer. Other printer software stacks up over firmware. As such, the firmware is stored in the primary logic programmable memory of the printer. In layman terms, the firmware is the go-between the printer driver and the hardware itself.

Why Upgrade?

Printer software and firmware need regular upgrades or changes as it ages. Manufacturers release new versions systematically to counter newly-found issues. These releases range from bug fixes to printer enhancements and everything in between. If your printer supports it, you can upgrade your software or firmware to not only add new features or enhance printer performance or fix existing firmware or hardware bugs. Continue reading