What is Print Cost Assessment and Why is It Important?

December 29, 2009 2 Comments

Who has heard of Print Cost Assessment? I’m sure a lot of companies and individuals either have not heard of this or do not consider this as an important aspect of their budgeting and costs analysis.

In a study conducted by IDC Research, a well-known IT research firm, it was estimated that more than 90% of today’s businesses do not pay attention to the costs of printing and copying in their offices. Based on the sample print cost analysis that I got, it appears that the copy or print costs in offices are substantial and should not be neglected. The ICD study, for instance, reveals that the average copy or print costs in companies use up around 3% of their total revenues. This is the main reason why IDC says that companies should learn how to manage and do print cost assessment so they can keep their copy and print costs within limits and maximize their revenues even more.

This is where print cost assessment comes in. A print costs assessment is a valuable tool that can help you determine and understand the total costs of prints and copies in your office. The process of doing a print cost assessment may be tedious because it requires an inventory and listing of all printing and/or copying machines installed and running in your office. You will also have to list down the print volumes of all these devices based either on the printer specifications or on a given time frame (e.g. monthly, yearly, and so on). The costs that should be included in the assessment include contracts (if any), supplies, service, and acquisition. You also have to take note of the actual results or costs. Below is a sample print cost assessment done by the DocuSense group:    

sample print cost assessment

Based on this sample assessment, it can be see that a particular company can spend as much as $27,502.00 on prints and copies alone. This figure bites off quite a huge chunk from the company’s revenues.

This goes to show that companies (and individuals) should learn how to adopt and integrate print cost assessment into their budget planning and strategy. If this is done correctly, the print cost assessment tools is important and valuable in helping you see and understand the operational costs in your company. Once the print or copy costs are measured, the company can plan and manage the costs and frequency of document outputs. It can also devise certain programs that will address the growing print and copy costs in the office.

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2 Comments to “What is Print Cost Assessment and Why is It Important?”
  1. Incredibly great learn, some valid points had been made. (This isn’t some stupid spam reply either, I’m a actual follower. I’ve gone ahead and bookmarked this site.

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  2. Sab says:

    Hi Joetta, Thanks for following us! We strive to post quality articles that can help you (and other people as well). It’s good to hear from readers like you.

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