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How to Modernize Print, Document, and Security Workflows Without Replacing Everything
Fixing the Print & Document Problems Everyone Ignores
Every office has them — processes that technically work, but frustrate everyone. Print workflows held together by habits. Document handling that relies on workarounds. Security gaps that exist simply because “that’s how it’s always been.”
Print and document workflow issues are one of the most common—and least addressed—sources of inefficiency in modern offices. From unsecured printers to manual document handling, these “good enough” processes quietly waste time, increase risk, and frustrate employees.
A new year is the perfect time to fix those problems — not with massive overhauls, but with smarter design.
The Cost of “Good Enough”
Outdated print and document workflows often lead to:
Lost employee productivity
Increased IT support tickets
Compliance and data exposure risks
Untracked print costs
- Poor support for hybrid work environments
Over time, these small inefficiencies add up.
Studies consistently show that unmanaged print environments can account for up to 3% of annual revenue in hidden costs.
Where to Start: Why Print Security Is a Business Risk (Not Just and IT Issue)
What is Print Security?
Print security is often overlooked, yet printers handle sensitive information every day. Print security includes encrypted hard drives, user authentication, print release. Even the default administrative password can be a security risk.
Why are printers a security risk?
Your office printers and copiers store sensitive information every time an employee scans, prints, or emails documents. If left unsecured, this data is at risk to hackers or data thieves.
How can print security be improved without replacing hardware?
Simple improvements like user authentication, secure print release, and better visibility can significantly reduce risk — without replacing equipment.
Modernizing with Cloud-Based Print Management
Cloud-based print management is especially valuable for businesses with multiple locations, remote employees, or limited internal IT resources.
Cloud-based print management helps organizations:
Reduce reliance on on-prem servers
Support hybrid and multi-location teams
Apply consistent policies across devices
Simplify administration
It’s not about going “fully cloud” — it’s about removing unnecessary complexity.
Improving Document Workflows
Better print workflows naturally lead to better document handling:
Fewer abandoned print jobs with access control and print release
More consistent scan destinations using secure scan routing
Better alignment with security and compliance needs with retention policies and audit trails.
Small changes can make daily work noticeably smoother.
A print and document workflow refers to how documents are printed, scanned, stored, accessed, and secured within an organization. This includes print management, document routing, access controls, and visibility into usage.
Check out our blog post – The Importance of Document Management Software for Business Productivity – to learn more.
Common signs of inefficient print workflows include frequent printer issues, abandoned print jobs, manual workarounds, lack of visibility into usage, and ongoing frustration from IT teams and end users.
Printers regularly handle sensitive information, making them a common security blind spot. Without proper authentication, secure print release, and monitoring, print environments can expose organizations to data breaches and compliance risks.
Yes. Many print security improvements, such as user authentication, secure print release, and policy enforcement, can be implemented without replacing existing equipment.
Cloud-based print management reduces reliance on on-prem servers, supports hybrid and multi-location teams, simplifies administration, and allows consistent print and security policies across devices.
Using modern document workflows, hybrid or remote employees can easily access remote printers, making it easy to print documents directly where they are needed. Modern workflows also make storing files in a centralized location easy so all employees have access to files they need no matter their physical location.
The Goal: Fewer Workarounds
Modern workflows should support how people actually work — not force them to find shortcuts.
The best upgrades are the ones users barely notice… because things just work.
Now is the Time
If print, document, or security workflows are on your improvement list this year, MCC Solutions can help you identify inefficiencies, reduce risk, and modernize without disruption.
Start with a workflow assessment and get a clear, practical plan forward.
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