What’s Involved in a Print Audit?


Many stages and processes form a comprehensive Managed Print Service (MPS); however, one of the most important is the print audit. It’s where all responsible MPS providers begin and is crucial for the success of any managed print strategy. But what is a print audit? 

In this article, you will learn: 

  • What a print audit is 
  • How a print audit is conducted
  • Why it’s such an essential component of the managed print process 


What is a print audit? 

A print audit is a comprehensive and detailed look into your printing infrastructure, processes and technology to determine what can be changed to improve efficiency, reduce costs, and eliminate redundant resources. 

Print auditing will examine all aspects of your printing to ensure we’ve given you the best possible tailored printing plan. Typically, a print audit will focus on the following: 

  • Your current hardware, including printers, scanners, and photocopiers. 
  • Any software you currently have, such as printer security and cloud print. 
  • The number of consumables such as paper, toner, and ink each device uses. 
  • The overall costs associated with all the above. 
  • Identifying your current and future printing requirements. 

Once a print audit is complete, your managed print provider will create a tailored, comprehensive printing solution that perfectly matches your needs. 


Potential print audit outcomes 

A print audit can yield several valuable outcomes for an organisation, including: 

  • Remove redundant devices: Large organisations with multiple departments typically run a fleet of devices, some of which might not be needed but are used because they are there. During a print audit, your provider will identify redundant devices that can be removed to reduce excessive running costs. 
  • Consolidate devices: Say you have multiple printers, scanners and photocopiers running on the same network. These devices consume energy, paper, toner, and ink, which can quickly become quite costly. Following a print audit, your provider may suggest investing in a multifunctional printer (MFP) to facilitate all your printing needs. 
  • Upgrade outdated printers: An old printer can be slow and costly to run, which has a knock-on effect on efficiency and cash flow in the long run. A print audit will identify outdated or expensive devices and suggest cheaper and more efficient alternatives.  


The importance of a print audit 

A print audit is essential for businesses to gain insights into their printing infrastructure and optimise their processes. Here are the primary reasons conducting a print audit is so important and beneficial: 

  • Reduce printing costs: Print audits help identify areas of excessive printing, wasteful practices, and inefficient use of resources, allowing you to make changes where necessary to reduce costs.  
  • Improve efficiency: By identifying areas of inefficiency, you can implement solutions to enhance productivity and reduce downtime. 
  • Reduce carbon footprint: Print audits reveal your business’s environmental impact so you can implement environmentally friendly practices to reduce your carbon footprint.  


Are you looking to upgrade your office printer? 

Are you looking to upgrade your printer? We stock hundreds of devices from leading manufacturers such as Konica Minolta and HP. Browse our range of printers and MFPs here.