Overview of Print Server Trends 2023

- 48% of organisations are increasing the quantity of print servers

- 32% say that print server costs are a top print management challenge

- A reliance on print servers can lead to escalating costs, security risks and higher environmental impact

Amidst the growing trend toward cloud-based print management, an unexpected number of organizations continue to rely on on-premise print servers. The MPS 2023 study by Quocirca, involving 218 IT decision-makers using managed print services, revealed that 32% of organizations cited the cost of provisioning and maintaining print servers as their primary print management challenge.

Despite this concern, only 13% of organizations are actively prioritizing reducing or eliminating print servers. Astonishingly, 48% of organizations are actually increasing their usage of print servers. This proliferation of print servers comes at a substantial cost, both financially and environmentally. Moreover, the utilization of print servers exposes organizations to software vulnerabilities, thereby increasing the risk of costly data breaches.

This report draws insights from Quocirca's MPS and Print Security studies conducted in 2023, surveying 218 and 507 organisations respectively in the UK, France, Germany, and the US. The report delves into trends surrounding print server usage, emphasising the importance for organisations to carefully assess the long-term implications of maintaining on-premise print servers versus the advantages of adopting cloud-based print management. By embracing cloud technology, businesses can streamline operations, bolster security measures, and achieve cost efficiencies while ensuring seamless and efficient print management.

Key Observations:

On-premise print servers have been a reliable means for centralised print management. They enable businesses to manage printers centrally through group policy objects (GPOs), reducing the necessity of configuring each printer individually. This allows IT departments to enforce specific printer settings, user permissions, and centralised print queue management.

Cost-related concerns rank high among print management challenges. Organisations acknowledge the substantial expenses involved in acquiring and maintaining print servers. According to Quocirca's research, 32% of IT decision-makers identify print server costs as their primary print management challenge, following print hardware and consumables costs. These expenses cover acquisition, provisioning, and operational costs, ranging from £2,000 to £5,000 annually, and can contribute to increased energy costs. Additionally, dependence on print servers poses a risk of a single point of failure; if a print server crashes, printing operations halt.

Print servers are susceptible to cybersecurity threats. The PrintNightmare print spooler exploit has highlighted print servers as increasingly vulnerable targets. Outdated firmware or software on print servers necessitates regular updates to shield against evolving threats. Quocirca's research indicates that 71% of businesses witnessing an increase in print servers also report a surge in security incidents. Conversely, 56% of those decreasing print servers observe more security issues. Some businesses resort to segmenting and firewalling their print servers, adding significant IT administrative burdens.

Controlling print server sprawl is essential. As organisations update printer fleets to accommodate hybrid work setups, there's a noticeable uptick in print server usage. Overall, 48% of organisations from Quocirca's Print Security 2023 study indicate an increase in the number of print servers within the last year. This rise is most pronounced among those managing a mixed fleet of print devices (58%) and utilizing managed print services (60%). Respondents increasing print servers anticipate an average print volume rise of 1.16%, compared to a 0.32% increase among those reducing servers. Notably, 85% of those increasing print servers foresee a rise in print volumes over the next 12 months, in contrast to only 46% of those decreasing server numbers.

Adoption of serverless and cloud printing faces hurdles due to security concerns. While cloud printing represents a modernisation opportunity for print environments, organisations cite data security (32%) as the primary barrier to cloud print adoption. Particularly in highly regulated sectors or for those requiring internal control over print environments, on-premise print management remains the preferred approach. Moreover, many cloud print platforms offer fewer features compared to on-premise print management platforms, lacking functionalities like rules-based printing, analytics, multivendor support, and comprehensive reporting.

The trends identified in the Quocirca studies highlight the potential for cloud-based print management and serverless printing as viable alternatives. Cloud-based print management eliminates substantial upfront costs associated with on-premise servers. Cloud providers ensure swift implementation of security patches and updates, bolstering data protection against potential threats. Addressing print server sprawl and adopting cloud print management can unlock enhanced efficiency, cost savings, and fortified security measures for organizations willing to embrace this shift.

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