Print management and how much printing costs

Unmanaged printing costs go far beyond paper and toner — strategic print management helps businesses reduce waste, improve security and uncover hidden savings. 

Despite the rise of digital workflows, printing remains an important part of business operations. In fact, the average office worker still uses around 10,000 sheets of paper each year.  

While many organizations focus on reducing paper usage for environmental reasons, the financial implications of unmanaged printing are often overlooked, with actual printing costs going far beyond the price of paper and toner. Let’s take a closer look at the total cost of ownership (TCO) of printing, why it’s often underestimated, and how print management solutions and services can help you save while addressing sustainability objectives. 

According to industry estimates, for every $1 spent on printing, companies spend another $9 to $15 managing it.  

What printing really costs 

When evaluating printing costs, most businesses look at what’s easy to measure: the printer, paper and toner. But that’s just the tip of the iceberg. 

According to industry estimates, for every $1 spent on printing, companies spend another $9 to $15 managing it.  

That includes everything from IT support, network infrastructure and device maintenance to user behavior and administrative overhead. In other words, printing costs (the equipment, service and supplies) may only represent 9–15% of the total print ecosystem, yet they’re often the only line item considered in budgeting. 

Here are the top sources of TCO to help determine printing costs: 

• Hardware: Printers, copiers, multifunction devices 
• Supplies: Toner, ink, paper, maintenance kits 
• Energy: Electricity to power devices 
• Labor: Time spent by employees printing, retrieving or troubleshooting 
• IT support: Network configuration, driver updates, help desk calls 
• Software: Automating workflows for optimal efficiency and productivity 
• Security: Protecting sensitive documents and devices from breaches or misuse 
• Administration: Monitoring usage, managing access and reporting 
• User behavior: Color vs. black-and-white, single vs. double-sided, unnecessary or forgotten prints 
• Sustainability: Environmental impact can either subtract from or add to your bottom line, depending on efficient printer usage 

And then there’s the invisible cost: inefficiency. Without proper controls, print environments can become wasteful in both time and money. 

30-50% of help desk calls are related to printing — troubleshooting, securing, maintaining, and managing access are related costs. 

Strategic print management creates better control and oversight 

So, how do you rein in these costs? The answer lies in strategically implemented print management solutions that optimize workflows, enforce policies, and provide visibility into usage. 

Here are a few solutions to consider: 

• RICOH Smart Integration — This solution automates document capture, routing and indexing. By digitizing paper-based processes, it reduces the need for printing in the first place, saving both time and money. 
• RICOH CloudStream — An agnostic solution that enables secure, cloud native printing, scanning and device management from any device, anywhere. It simplifies work for users and IT and is designed to meet Zero Trust security requirements. 
• RICOH Streamline NX — A powerful all-in-one platform for managing all of your Ricoh devices, printers and scanners — with print cost accounting functionality. It enables secure printing, user authentication and detailed reporting, giving you control over who prints what, when and how. 
• RICOH Managed Print Services (MPS) — MPS takes a holistic approach to your print environment. We assess your current setup, identify inefficiencies and implement a tailored solution that includes hardware, software, analytics, and ongoing support. The result? Reduced costs, improved uptime, room for growth, and better security. 

Security — a silent and costly risk 

Printers can be overlooked in cybersecurity strategies, but they’re just as vulnerable as any other networked device. Unsecured printers can be exploited to access confidential data or to launch attacks. Last year, the global average cost of a data breach was $4.88 million — a reminder of how important and costly print security can be if it’s not in place. 

Modern print environments are protecting information and data from cyber threats with features that include: 

• User authentication 
• Encrypted data transmission 
• Access control 
• Secured print release 
• Firmware and driver management 
• Compulsory security stamps 
• Fax line security 

With the right tools, you can ensure that only authorized users access sensitive documents — and only when they’re physically present to retrieve them. For a more comprehensive list of device management security considerations, read the Device Security section of our Security Guide. 

Real-world results 

We’ve helped organizations across industries reduce printing costs, improve efficiency and enhance security. Here are a few customer highlights: 

• See how Eastern Health streamlined operations to improve patient experience and enable remote workers by cutting costs by 30% from right-sizing, optimizing and managing the entire print fleet.
• Discover how an emergency services training facility took its legacy print infrastructure to the cloud for a more streamlined, secured and cost-effective print solution while eliminating manual print management.
• Learn how the world’s largest custodian bank and securities services provider transformed its global print management for greater operational and cost efficiencies, reducing its global printer fleet by 75% and the amount of paper used globally by 69%.

These aren’t just isolated wins — they’re proof that strategic print management delivers measurable ROI.

• IDC has positioned Ricoh as a “Leader” in Worldwide Cloud Managed Print and Document Services (MPDS) Hardcopy 2024 Vendor Assessment
• Quocirca named Ricoh a “Leader” in its Cloud Print Services Landscape,2025
• Keypoint Intelligence named Ricoh a 2024 “Leader” in Managed Print Services 

Print savings start with a complete outlook 

Whether we look at the “easy,” top-of-the-iceberg printing costs or the bigger picture that includes less obvious costs, we’ve seen firsthand that the more information and transparency you have to make decisions, the better off your organization will be as it determines priorities, costs and ROI. 

By understanding the true cost of printing and investing in smart print management solutions, you can reduce waste, improve security and save money. From small offices to global enterprises, the message is clear: when you uncover your print TCO, the rewards are greater. 

Explore how to better manage print and control costs or contact us today to start an evaluation of your print ecosystem. Our experts are ready to help bring clarity to all print costs impacting your particular business. 

Source:  RICOH USA