Printers may not be the most exciting part of your IT infrastructure, but managing them properly matters, especially when you’re dealing with multiple sites, shared hardware, or heavy usage. Left unchecked, printer issues can lead to bottlenecks, unnecessary costs, and support tickets that keep coming back.
So, how do you manage them without making it someone’s full-time job?
In this article, we’ll cover the core tasks involved in printers management, what kind of software is available to support the process, and how you can approach it through broader IT Asset Management (ITAM) tools. We’ll also look at what InvGate Asset Management can do in this area, particularly for teams who already rely on it for managing other assets.
Let’s start by clarifying what printer management actually means.
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What is printers management?
Printers management refers to the operational control, monitoring, and maintenance of printers across an organization. It includes all the activities to keep those devices available, secure, and cost-effective. That spans from installation and configuration to maintenance, usage tracking, and eventually disposal or replacement.
Depending on the size of the organization and its printing needs, the scope can be quite different. A single printer in a small office may need minimal oversight. But in companies with distributed teams, frequent document output, or compliance requirements, the need to manage printers properly grows fast.
Here are some typical responsibilities that fall under printer management:
- Registering and documenting new devices.
- Mapping and monitoring networked printers.
- Applying consistent configuration standards.
- Troubleshooting performance or connectivity issues.
- Planning for maintenance and replacing consumables.
- Reviewing usage patterns and related costs.
- Applying access controls for accountability and security.
- Retiring or repurposing old devices based on lifecycle policies.
Not every organization needs dedicated tools for this, but as the number of printers grows, the benefits of formalizing the process increase.
What is print management software?
Print management software is designed to help IT or facilities teams monitor, control, and analyze printing activities across their infrastructure. It often provides detailed reporting on usage per user or department, as well as tools to enforce printing policies.
Some key functions usually include:
- Real-time monitoring of printer status and availability.
- User-based access and authentication (e.g., badge swipe printing).
- Print job tracking and auditing.
- Print quotas or rules (e.g., duplex by default, grayscale only).
- Centralized queue management.
- Alerting for consumable levels or hardware issues.
- Reporting on print volume and costs.
These platforms are commonly used in industries with high print volumes — such as education, healthcare, or legal — but they’re also useful in any setting where print costs and printer availability need better visibility.
Still, print management software has a narrow focus. It’s built to optimize printing, not to manage the hardware itself in relation to the rest of your IT ecosystem.
When to consider IT Asset Management software instead
If you’re already managing laptops, desktops, monitors, and other equipment through an ITAM platform, you may not want to add another tool just for printers, especially if you don’t need advanced printing policies or cost breakdowns.
IT Asset Management software can support printers management from a hardware and lifecycle perspective. While it won’t give you per-user print job tracking, it helps centralize your asset inventory, detect issues sooner, and manage the devices across their entire lifespan.
InvGate Asset Management supports printers as part of its network discovery and lifecycle tracking capabilities. Any network-connected printer can be detected and added to your IT inventory along with metadata like model, MAC address, location, and assigned user or department.
You’ll be able to:
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Discover printers in the network automatically. Skip manual input — automated discovery pulls in printers connected to the network, so you always have an up-to-date inventory.
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Log details such as model, serial number, IP address, and location. These specifics give context to each asset and make it easier to locate or troubleshoot devices later.
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Schedule and track maintenance or consumable replacements. Set reminders for upkeep, monitor toner levels, and avoid unnecessary downtime due to preventable issues.
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Associate incidents or service requests with specific devices. Link tickets to the right printer, making it easier to identify patterns in recurring problems or service gaps.
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Analyze how long printers are staying in service and how often they need repairs. A clearer picture of hardware performance over time informs decisions about repairs, upgrades, or replacements, ensuring optimal performance and cost-efficiency.
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Compliance and audit readiness. Maintaining accurate records of printer assets, including their configurations and usage, ensures compliance with organizational policies and industry regulations.
Wrapping up
Managing printers doesn’t require dedicated software in every case. If you're already using IT Asset Management tools to oversee your hardware, you can apply the same logic to printers. That gives you centralized tracking, lifecycle visibility, and links to support workflows.
When printing itself is more complex or regulated, print management software might be worth exploring. However, for many organizations, a solid ITAM platform like InvGate Asset Management offers the right level of control without extra complexity.
