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It’s a sad fact that most school budgets are tight. This makes it crucial that schools are careful about their spending. And, when it comes to school spending, printing-related costs can be some of the most draining. Every dollar spent on paper waste or untracked printing could be dollars better spent on classroom resources, technology upgrades, or student programs. In fact, studies show schools can spend as much as 1–3% of their annual budget on printing alone.
Given these costs, it’s understandable that school administrators and IT directors struggle to manage printing resources efficiently. Issues like toner closets filled with the wrong cartridges, staff printing unnecessary color copies, and printers frequently breaking down when teachers need them most can turn print management into a full-time job.
That’s where many schools begin exploring print management software. But is it really worth the investment for your school, or just another piece of software to maintain? Let’s break down the pros, cons, and what you need to know to decide.
Table of Contents
- What Is Print Management Software?
- Pros of Print Management Software for Schools
- Cons of Print Management Software for Schools
- Who Is It Right For (And Not Right For)?
- Print Management Software vs. Managed Print Services
- The Role of Print Policies in Schools
- Conclusion & Next Steps
What Is Print Management Software?
Print management software is designed to give organizations control and visibility over their print environment. Instead of printers running unchecked, this software helps track usage, enforce rules, and secure access to sensitive documents.
Here’s what it can generally do:
- Track who is printing, what’s being printed, and when
- Enforce rules, like duplex-only printing or restricting color use
- Secure documents through authentication (PINs, swipe cards, logins)
- Provide detailed reports to help identify waste and reduce costs
For schools, it can also integrate with existing student and staff systems. This allows permissions to be set by role. For example, admin staff may have more flexibility than students.
Deployment comes in a few forms:
- On-premise (software installed on your servers)
- Cloud-based (simpler, managed through the cloud)
- Hybrid (a mix of both, depending on your infrastructure needs)
Pros of Print Management Software for Schools
1. Cost Control & Accountability
Schools often struggle with high, unpredictable printing costs. PMS makes it easy to track usage by department, teacher, or even student group. This accountability alone often reduces unnecessary prints.
Imagine setting limits so students can’t accidentally print 50 copies of an assignment or restricting color printing to only those who truly need it. Over time, these policies can add up to significant savings.
2. Supports Budgets
Budgets in education are rarely generous. By eliminating waste and optimizing usage, PMS ensures print dollars are spent wisely. For schools that already struggle with rising supply costs, this can free up money for more meaningful investments.
3. Improved Security & Compliance
Student records and staff information must remain confidential, in accordance with FERPA regulations. With PMS, only authorized users can release print jobs. This prevents sensitive documents from sitting out in the open tray and reduces the risk of data breaches.
Read more about why printer security is essential in education here.
4. Promotes Responsible Printing
Once staff and students realize that their printing is monitored, they are more likely to change their habits. Teachers might think twice before printing dozens of copies if they know reports are generated.
However, it’s important to communicate that this isn’t meant as punishment but as a way to reduce waste and promote smarter practices.
5. Deployment Flexibility
For schools without large IT teams, a cloud-based print management software can be a smart choice. This type of deployment is generally easier to set up. However, for greater control, on-premise solutions tend to provide more options.
The flexibility of print management software allows schools of different sizes and technical resources to find a good fit.
Cons of Print Management Software for Schools
1. Upfront Investment
Licensing and subscription costs can feel like a hurdle, especially for smaller schools. While PMS often pays for itself over time, the initial spend can be a sticking point. Learn more about the cost of print management software here.
2. Change Management
Not everyone will welcome new rules. Some teachers or staff might push back against restrictions on their printing habits. It’s crucial to establish clear communication about the why behind the software.
3. May Be Overkill for Small Schools
If your school has fewer than 10 devices and relatively low print volume, the ROI might not be worth it. PMS is most beneficial when there’s significant usage to control and analyze.
For small schools, an alternative is to leverage the accounting features available in some MFPs, such as Xerox Standard Accounting. This can be a cost-effective way to monitor print activity without the full investment in PMS.
Who Is It Right For (And Not Right For)?
Best Fit For:
- Medium to large schools or districts
- Universities with multi-site networks
- Schools with tight budgets needing accountability
- Institutions with hybrid or remote workflows (cloud print flexibility helps here)
Not Ideal For:
- Very small schools with minimal print usage
- Schools without IT resources and no desire to use a cloud-based option
Print Management Software vs. Managed Print Services
Many schools confuse PMS with Managed Print Services (MPS). While they’re related, they’re not the same:
- PMS (Print Management Software) helps track, control, and secure printing behavior.
- MPS (Managed Print Services) is a vendor-managed service covering supplies, maintenance, and fleet optimization.
For schools, the two can be combined and often work best together. PMS enforces accountability, while MPS ensures your printers are maintained, toner is delivered on time, and invoices are simplified.
To learn more about the differences between the two, read Managed Print Services vs. Print Management Software: What’s the Difference?
The Role of Print Policies in Schools
Print management software is only as effective as the rules it enforces. That’s why pairing PMS with a clear print policy is key. Policies help set expectations for staff and students, ensuring the software supports your school’s goals (not frustrates them).
This resource makes it easy to establish guidelines for responsible printing and integrate them into your PMS for maximum effectiveness.
Conclusion & Next Steps
Print management software isn’t a one-size-fits-all solution. Depending on the school, it can pay for itself by saving money, protecting student data, and promoting sustainable printing habits. However, for some schools, especially smaller ones with minimal printing needs, it might be more than what you need. For these schools, the accounting features standard in some MFPs are enough.
The key is to first evaluate your print environment, budget, and IT resources. If printing is a constant pain point, PMS could be the missing piece that restores order and control.
Not sure if print management software is right for your school?
Request a free consultation with our experts. We’ll help you assess whether on-premise, cloud, or managed solutions make the most sense for your school’s budget and needs.
