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6 cloud printing myths

The print industry is guilty of talking about “the cloud” like it hasn’t been commonplace in business for the past 10+ years. But that’s because printing is the “last bastion” of the cloud.

Printing via the cloud is nothing new. But the hot topic for the print industry is hosting print management software in the cloud, rather than on local hardware like a print server.

In the rapidly evolving business technology landscape, cloud printing has emerged as a critical area filled with potential—and misconceptions. Despite cloud solutions becoming commonplace, cloud printing retains an air of mystery and myth. Let’s clarify the truth behind these shared web to print misconceptions and explore the real benefits and security considerations of cloud print management.

Myth #1: Complete Cloud Adoption is Optimal

The Hybrid Reality

While integrating cloud print management systems offers substantial advantages, including accessibility and scalability, it’s not a one-size-fits-all solution. The ideal setup often involves a hybrid approach leveraging cloud and on-premises resources to meet specific organizational needs. This strategy utilizes the best of cloud flexibility and on-prem hardware reliability—ensuring a balanced infrastructure that supports all printing needs.

You can read more about that in our blog on how cloud print management software works.  

Myth #2: Cloud Printing Compromises Security

Debunking the Cloud Print Security Risk

A prevalent cloud misconception is the belief that cloud environments are less secure than on-premises setups. Cloud print services often enhance security through automatic updates, managed patches, and advanced encryption protocols. Managed by experienced providers, these systems ensure that security measures are always up-to-date and vulnerabilities are promptly addressed, offering a robust defense against potential breaches.

Myth #3: Maintenance is More Challenging in the Cloud

Simplified Management

Contrary to the myth that on-premises print hardware is more complex to maintain within a cloud context, cloud solutions can simplify the maintenance of physical devices. Thanks to cloud administration’s self-updating and self-healing capabilities, local devices are kept secure and functional with minimal manual intervention, streamlining operations and reducing the workload on IT staff.   

Myth #4: One Cloud Solution Fits All

Finding the Right Fit

Cloud managed printing solutions vary greatly to accommodate different organizational structures and needs. There is no “universal solution” but a spectrum of options designed to integrate seamlessly with various infrastructures, whether using Microsoft Azure, Google Cloud, or another platform. The key is to select a flexible, scalable cloud print solution that aligns with your existing systems and future growth.

Myth #5: Cloud Printing is Always Cheaper

Cost-Effective, Not Always Cheaper

Transitioning to a cloud-based system can reduce the need for extensive on-site hardware, potentially lowering costs. However, the savings depend on many factors, such as the scale of your printer fleet and user base. It’s crucial to consider the total cost of ownership, including migration expenses and subscription fees, to determine the most cost-effective approach for your specific circumstances.

Myth #6: Cloud Systems Require Less Technical Support

Ongoing Support Needs

While it’s true that cloud services reduce the day-to-day maintenance demands on IT teams, they do not eliminate the need for technical support. Cloud environments, especially in specialized setups like printing, require occasional troubleshooting and optimization to meet performance standards and adapt to evolving business needs.

Dispelling these cloud myths helps clarify the significant advantages of cloud print solutions while acknowledging the practical considerations of their implementation. Whether you’re looking to embrace the cloud or integrate select cloud capabilities fully, understanding these key points enables you to make informed decisions that align with your organizational goals.

There’s more than one path to cloud print

The overarching theme to busting all these myths is… nuance. Every workplace is different and there’s not one magical cloud to rule them all. Nobody knows your organization better than you, and if a cloud solution for print doesn’t fit you, you need to find the one that does. Whether you are looking to move to the cloud as entirely as possible, or just need a few pieces of technology to be cloud-enabled, there is a solution that can work for you.

Looking for print management software? PaperCut has solutions from self-hosted to cloud-hosted. Have a look at our product portfolio and compare the features based on what your organization needs.



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