The Role of Print Servers In
An Organization

While we live in a digital age, print is still a staple for many businesses. Even while some companies have largely gone paperless, Printing Management is still a concern, especially when it comes to internal communications, marketing materials or legal documentation.  Print servers are the essence of a printing infrastructure in an organization, and their use  can enhance safety, efficiency and economy. 

What is a Print Server? 

A print server is a dedicated hardware or software system that manages document print requests for printers controlled by client computers, like desktops and laptops. Instead of connecting a printer directly to each computer ,computer, all the requests are sent through the print server, which forwards them to the correct printer . This configuration is particularly useful when dealing with many users and multiple printers. 

There are two types of print servers: 

• Hardware: Devices whose function is Hardware-based. 

• Software: any program installed on a server or workstation connected to the network that controls printer access and functionality. 

Functions of a Print Server 

1. Features of Centralized Print Management: Centralized Print management can be done on a network with the use of a print server that takes care of and manages various numbers of printers. It streamlines administrators’ ability to manage printer queues, troubleshoot errors and software problems, and can configure settings for your printers from one central location. 
2. Load Balancing: Print servers help in distributing and re-distributing print jobs among multiple printers, so one printer does not become overloaded. This makes you even more productive and ensures that all tasks are done when they need to be. 
3. Spooling and Queue Management: Print servers are responsible for spooling data to disk, and managing various queues so multiple users can send jobs to the same printer. The server controls these jobs, and does not allow complicated or bad workflows, keeping them in the order in which they were to print without conflicts or errors. 

 When you have several printers in your organization, if you install all necessary drivers to your printing device manually, instead of using a print server, it can become a headache. A print server eliminates the need to install individual drivers on each workstation, resulting in a more efficient methodIn for setting up and maintaining printers. This would simplify server security and access control, as users can control who uses the printers. Users may face use restrictions, and authorities can restrict print access to ensure that printing is safe. 

Why Do Organizations Need Print Servers?

1. Improved Productivity: The use of a print server is more productive. Without a print server, members of staff manually creating all the connections to many different printers can be labor-intensive and prone to error. A print server does away with this headache by automatically establishing the connection between devices and printers.

• Centralized management: With no on-site configuration required, managers can utilize a single user interface to deal with printers across numerous sites.
• Less downtime: Print servers can detect common problems like low toner, paper jams, or printer malfunctions and then redirect the print jobs to available printers. This keeps your workflow going and minimizes downtime.

2. Save on Cost: You can lower Costs by Maximizing Print Efficiency and Nearly Eliminating Waste.

• Managing resources: Print servers can monitor what printers are being used and, in turn, help distribute print jobs based on heavier or lighter workloads across multiple printers. This reduces the costs of maintenance, extends the life of devices and increases their durability.
• Printer policies: Printer policies might be imposed by administrators to default printers to duplex printing or to restrict large but not important print jobs, or even color printing. This means saving on paper ink and toner, which can seriously lower costs.
• Reduced IT burden: Centralized management means taking the pressure off IT staff from having to walk around desk-to-desk, troubleshooting printer issues or dealing with drivers, which can free more time and resources for other important tasks.

3. Improved Compliance and Security: In an age where data is everything, security is one of the top priorities for companies, especially when it comes to handling sensitive or confidential data. When it comes to data protection regulations, print servers create safe and compliant print jobs.

• User authorization: The print server can require users to log in to release their print jobs. This ensures that only the right person is allowed to collect all printed materials, and hinders unauthorized access to classified documents.
• Audit logs allow admins to check by whom, when and what is printed. This fosters accountability, guards against abuse, and provides a basis for regulatory compliance.
• Encrypted printing: The use of print servers to encrypt print jobs ensures data is secure during its transfer from the user’s device to the printer.

4. Scalability: As your business grows, your printing needs will change. Print serves allow you to easily scale your network by adding more printers and users simply through a print server, without laborious setups or expensive infrastructure modifications.

• Fax Servers (Work from Anywhere): Print servers enable cloud-based, remote printing, offering users in a work-from-anywhere environment the ability to print wherever they are working. This is particularly essential as the future of work remains hybrid for many.

5. Sustainability: In addition to the operational and financial benefits of using print servers, doing away with your local printers delivers environmental gains. Businesses can help reduce their carbon footprint by adopting policies that promote responsible printing practices.

• Less paper waste: Print servers help reduce the waste of paper because they provide the possibility of duplex printing, or limiting the number of prints per user.
• Balancing the load helps stop one printer from being overworked, which allows for more efficient use of energy.
• Decreased carbon footprint: By streamlining print operations and reducing the number of on-site printers, overall business-wide carbon footprints can be reduced.

6. Easier debugging and maintenance: Ensuring the functionality of all office equipment is one of the primary responsibilities of any IT department. Network printing and print servers allow error messages and problems that have arisen to printer status to immediately become recognized, so troubleshooting the printer can be done faster.

• Advance notifications: If print servers are aware of the condition of print heads or low ink and paper, they can help administrators plan accordingly to avoid any issues with the print job.
• Remote management: Print servers have remote management features, which enable the IT group to fix common issues that arise with a printer without being physically present.

Trained, experienced eMazzanti professionals can help you implement, maintain and scale efficiency enhancing print servers.