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Lower Your Business Expenses by Establishing a Print Policy
Lower Your Business Expenses by Establishing a Print Policy

In today’s world, businesses are trying to reduce unnecessary paper waste which affects the environment as well as their profitability.

Aside from using Document Management Software, an effective printer policy can curtail the exorbitant waste of money and resources businesses see on a daily basis.

Did you know that the average office worker uses 10,000 sheets of copy paper a year?

This amount of consumption obviously impacts the environment, and puts a serious dent into the operational budget of any size business.

45% of the paper printed in offices reportedly ends up in the trash at the end of the day. 


Much of this is from pages users didn’t even intend on printing.

Many companies may be aware of the amount of wasted paper, but don’t have a handle on how much it may be costing them or what they can do about it. With printer ink costing almost 2000% more than the cost of gas, all those unimportant print jobs really add up. A report from the Gartner Group said that the mismanagement of copiers, printers and faxes can cost businesses between 1-3% of their revenue annually. Imagine if your business was making a 1-3% increase in revenue, but then losing it to the lack of oversight on something as simple as paper usage.

After evaluating the areas for improvement, implement simple print policies to make a dramatic difference in cost savings and eliminating waste.


From designating rules about who to notify when you have a large print job to do, to enforcing two-sided (duplex) printing, print policies can be as detailed and specific as your company wants.

For many businesses, the best practices include: 

Print and copy in black and white as much as possible. Set it as default.
Choose the best device for large print jobs to save the most money.
Make two-sided (duplex) printing a default.
Print jobs to the cloud.
Use software to measure and manage printing costs.

For businesses considering a print policy, the following outline serves as a good starting place for implementing an efficient workplace.


Printer Policy

Purpose: Explain in a sentence or two why a print policy is now an essential policy to employ.


Scope: List who the policy applies to: employees, contractors.  


Supported Printers: Listing out the type of printers your office has and their respective specs and capabilities makes an excellent resource for employees to return to when they are looking for a printer that can do specific things.
Printer Name Printer Model Resolution (dpi) Location Capabilities

Basic print policies:

1. Printers must be used only for business purposes and not for personal documents.
2. The allowance or non-allowance of personal printers either in the office or on remote location should be outlined here.
3. The printer is not a copier. If you need multiple copies, print one good copy on the printer and use the photocopier to make additional copies.
4. Be responsible. If you print something, please claim it, and if you no longer want it, please recycle it appropriately. 
5. Keep the area clean. If you see someone’s unclaimed print job, stack it neatly in the designated area. Items will be disposed of after (enter determined time allowance).
6. Take advantage of duplex (two-sided) printing when available and other output options for presentations (i.e. printing four PowerPoint slides per page versus only one).
7. Limit toner usage by keeping the light toner and lower dpi settings set as the default print settings.
8. Avoid large print jobs. If necessary, discuss with your Office Manager or IT department so you can use the most appropriate (lower cost) printer and co-workers can be notified that there will be a wait.
9. Monitor your print job. If it’s over 25 pages, be sure to be there to collect the pages so the tray does not overflow and spill onto the floor.
10. Avoid printing emails. Make use of your email application’s folders and archiving abilities.
11. If you need special paper, please check with IT to determine if the paper if proper for the machine before using.
12. Print in black and white by default at every opportunity.
13. Printer paper can be found (list location here). Toner cartridges can be retrieved from (list place or person here).
14. If you notice a problem with the printer such as a paper jam or if it’s out of ink, and you have not been taught how to fix the problem, please do not try. Report the problem to the Office Manager, IT department, or to a trained co-worker who may be able to help.
15. Report any unresolved or continual malfunctions of the office printing and copying equipment to the Office Manager.

Any employee who is found to have violated this policy may be subject to disciplinary action, up to and including termination of employment.

Employee Agreement

I, [employee name], have read and understand the above Printer Policy, and agree to adhere to the rules outlined therein.

___________________________________ _______________________________
Employee Signature Date

BIS Office Systems offers document management and managed print services that can effectively lower your operating costs and give you peace of mind. Our software can track a specific user’s printing activity or an entire department so we can establish the best solutions for controlling your printing costs. Contact us today for your free evaluation to see if a print or document management solution is right for your business.

12 Unusual and Historical Facts on Printing
12 Unusual and Historical Facts on Printing

In today’s busy, often hectic world, discovering interesting trivia can often be the respite you need to push on through your work day.  We hope you find these unusual printing tid-bits amusing if not educational! These intriguing, historical facts will definitely show you how the printing industry is leaving its mark. 

1. World’s Smallest Printed Book:

Measuring in at .0291 x .0295 inches, a 22 page Japanese book containing pictures of the flowers of the four seasons holds a Guinness World Book of Records entry for being the world’s smallest printed book. 

2. The Renaissance:

Because of the increased ability to disseminate information on various printed materials, the devout followers of the new philosophy known as Humanism utilized this medium to their advantage. Today, we commonly recognize the advancement of the printing press as largely contributing to the monumental cultural shift of human intelligence known as the Renaissance period.

3. Largest Number of Books Issued In One Publishing Run:

J.K. Rowling wrote the Harry Potter series and as it saw great popularity throughout the years, the seventh and final novel that received the most critical acclaim was Harry Potter and the Deathly Hallows. It sold 15 million copies in the first 24 hours following its release, and had an initial print run of 12 million copies, making it the largest initial print run ever

4. Largest Printed Catalog:

Remember how much excitement used to surround the publishing of the large department store catalogs? IKEA still thrills many of its loyal customers, but their large door-stoppers don’t compare to the behemoth released by Aviall Services Inc. in 2005. Their ‘Aviall Product and Catalog Book’ released on January 3, 2005, had 2,656 pages, and weighed in at 7.4 lb. and is 2.8 in. thick.

5. Oldest Printing Publishing House:

If you think most publishing houses like Random House and Penguin Group, have only been around for a couple of hundred years, think again. Cambridge University Press, the oldest printing and publishing house, has been around since 1534 and was started through a charter granted by the infamous Henry VIII. It’s been operating non-stop since the first book was printed in 1584, publishing over 2,000 books and 150 journals a year across 200 countries around the globe.

6. Oldest Surviving Printed Book:

The first mechanically printed book is arguably, but generally accepted to be, the Gutenberg Bible, printed in Germany around 1455. It was printed with moveable type. Through using carved wood plates and simple presses, the Chinese cultures were printing book like structures hundreds of years prior. The Buddhist “Diamond Sutra” dates back to 868 AD. 

7. 3D Printing:

The first 3D printer was created by Chuck Hull in 1984. 3D printing, also known as additive printing, was developed in the 80s, but it wasn’t until recently that it started taking off.

8. Expensive Ink:

The retail cost of black printer ink is one of the most expensive liquids on the planet, far exceeding oil and even space shuttle fuel (on a per gallon basis). As of Dec. 2015, black ink was running over $2,700 per gallon!

9. Civil War:

Small, portable printing presses were used by soldiers on the battlefields during the Civil War.

10. Propaganda Pamphlets:

During WWII, more than an estimated 12 million propaganda pamphlets were printed and dropped over Germany in hopes of inspiring the American and Allied soldiers on the battlefields while also demoralizing the Nazis.

11. Beware Old Children’s Books:

 Congress passed the Consumer Product Safety Improvement Act in 2008 that prohibited the sale or lending of children’s books printed before 1985 unless those books are proven to not test positive for lead. Usually, these lead tests are expensive causing both libraries and used book stores to throw out such books rather than have them tested.

12. The Black Death:

Because of the massive amount of people who died in the Black Death (c. 1347), this episode in time became a major player in the evolution of the process of printing. The only methods for making books at that time was using parchment (sheepskin) or vellum (calfskin), which were very expensive. With the surplus of clothes inherited by the living, their old worn garments began to be used as “rag paper”. In addition, many of the bookmakers had passed away due to the plague. Because of the lack of people that had the knowledge of bookmaking, coupled with the mass production of the cheap “rag paper”, a better printing process began to be implemented.

As you can see, printers have been an integral part of the human experience for centuries, and they have only begun to leave their mark on the future. BIS Office Systems offers a free, no hassle, no obligation print evaluation and assessment of your workplace printing needs. Call us today at 251-476-3113 to schedule your appointment or contact us online here. Our managed document and print solutions allow businesses every day to reduce their overall print costs. Companies can rest assured knowing their partnership with us will keep their equipment running smoothly and their budget looking its best.

Adams, C. (Feb. 1, 2015). Did You Know…Fascinating Printing Facts.

Kasameyer, A. (Dec. 8, 2015). 10 Unusual Printing Facts That You’ve Never Heard Of