The Ultimate Guide to Universal Print Server: Simplifying Print Management across Networks

In today’s digital age, effective print management across networks can be a complex and time-consuming task. Keeping track of multiple printers, ensuring compatibility, and troubleshooting issues can become overwhelming. Enter the Universal Print Server – the ultimate solution to simplifying print management across networks.

With its seamless integration and unmatched versatility, the Universal Print Server streamlines the entire printing process, bringing convenience and efficiency to businesses of all sizes. From centralizing print management to providing secure access and monitoring, this powerful server offers a comprehensive set of tools that revolutionize the way print jobs are handled.

In this ultimate guide, we will dive deep into the world of Universal Print Server, exploring its features, benefits, and implementation. We will uncover how this innovative solution empowers businesses to optimize their print infrastructure, reduce costs, and enhance productivity. Whether you have a small team or a large organization spread across multiple locations, this guide is your go-to resource for understanding and leveraging the power of the Universal Print Server.

Get ready to simplify print management like never before with the Universal Print Server. Let’s begin this transformative journey together.

The challenges of print management across networks

Managing print infrastructure across a network can be a daunting task for businesses of all sizes. As organizations expand and adopt more digital technologies, the need for efficient print management becomes increasingly crucial. However, traditional print management approaches often fall short in addressing the complexities and challenges that arise in modern, interconnected environments.

One of the primary challenges is the sheer diversity of printers and devices that exist within a network. Businesses may have a mix of old and new printer models, each with its own set of drivers, software requirements, and configuration settings. Keeping track of these disparities and ensuring compatibility across the organization can be a time-consuming and error-prone process, leading to frustration for both IT teams and end-users.

Another significant challenge is the decentralized nature of print management. In many cases, print-related tasks are handled by individual departments or even individual users, resulting in a lack of centralized control and visibility. This fragmented approach can lead to inefficient resource utilization, increased maintenance costs, and security vulnerabilities, as sensitive documents may be printed on unsecured devices or in uncontrolled environments.

Furthermore, the growing need for remote and mobile printing adds another layer of complexity to print management. As employees work from home or on-the-go, they require seamless access to corporate printers, which can be difficult to achieve with traditional print management solutions. Ensuring secure and reliable remote printing capabilities is essential for maintaining productivity and collaboration in today’s dynamic work environments.

What is a Universal Print Server?

The Universal Print Server is a revolutionary solution that addresses the challenges of print management across networks. Developed to simplify and streamline the print infrastructure, the Universal Print Server acts as a centralized hub for managing all print-related activities within an organization.

At its core, the Universal Print Server is a Cloud SaaS-based platform that integrates with existing print environments, providing a comprehensive set of tools and features to optimize print management. By acting as an intermediary between the print devices and the end-users and fully embedded in the operating system and Cloud IT infrastructure, the Universal Print Server eliminates the need for print servers, print application servers, individual printer drivers, agents and configurations, creating a seamless and consistent printing experience across the organization.

One of the key advantages of the Universal Print Server is its vendor-agnostic nature. It is designed to work with a wide range of printer models, regardless of the manufacturer or age of the device. This flexibility allows businesses to leverage their existing print infrastructure, reducing the need for costly hardware upgrades or replacements, and ensuring a future-proof print management solution.

Furthermore, the Universal Print Server is cloud-based, allowing for remote management and centralized control of the print environment. This cloud-based approach enables IT teams to monitor, configure, and troubleshoot print-related issues from a single, intuitive interface, regardless of the physical location of the devices or users.

Benefits of using a Universal Print Server

The adoption of the Universal Print Server brings a multitude of benefits to businesses, streamlining print management and enhancing overall productivity and efficiency.

One of the primary benefits is the simplification of the print infrastructure. By centralizing print management, the Universal Print Server eliminates the need for individual printer drivers and configurations, eliminates print servers, eliminates local print management solutions, reducing the administrative burden on IT teams. This streamlined approach ensures consistent and reliable printing experiences for end-users, regardless of the device or location they are using.

Another significant benefit is the improved cost-efficiency of print management. The Universal Print Server’s vendor-agnostic design allows businesses to leverage their existing print infrastructure, avoiding the need for costly hardware upgrades or replacements. Additionally, the centralized management and optimization of print resources can lead to reduced consumable costs, such as paper and ink/toner, as well as decreased energy consumption.

The Universal Print Server also enhances security and compliance within the print environment. By providing a centralized control point, IT teams can implement robust access controls, cyber-secure sending of print jobs to printers, strong MFA user authentication, and document tracking features. This helps to prevent unauthorized access, mitigate the risk of data breaches, and ensure compliance with industry regulations and corporate policies.

Furthermore, the Universal Print Server’s cloud-based capabilities enable remote management and support, allowing IT teams to quickly respond to user issues and maintain the print infrastructure from any location. This flexibility is particularly valuable in today’s hybrid and distributed work environments, where employees may be working remotely or across multiple sites.

How does a Universal Print Server work?

The Universal Print Server operates on a simple yet effective principle: it acts as an intermediary between the print devices and the end-users, providing a centralized and vendor-agnostic platform for managing all print and scan-related activities.

At the heart of the Universal Print Server is a powerful print spooler, which receives and processes print jobs from client devices. This print spooler is designed to be compatible with a wide range of printer models, eliminating the need for individual printer drivers on client machines. Instead, the Universal Print Server handles the necessary driver and configuration management, ensuring seamless integration with the existing print infrastructure.

When a user initiates a print job, the client device sends the request to the Universal Print Server, which then stores the print job until the user requests the print job to be released on the appropriate printer, through the printer screen or his smartphone. This centralized approach allows for enhanced control and visibility over the print environment, as the Universal Print Server maintains a comprehensive database of all connected devices, user permissions, and print activity.

The Universal Print Server also leverages cloud-based technologies to enable remote management and support. IT teams can access the Universal Print Server’s intuitive web-based interface to monitor, configure, and troubleshoot print-related issues from any location, reducing the need for on-site interventions and improving response times.

Additionally, the Universal Print Server integrates with various authentication methods, such as Entra-ID Single sign-on (SSO), contactless cards, smartphone, NFC, ID Code, PIN code, to ensure secure access to the print environment. This integration helps to enforce access controls, track user activity, and maintain compliance with corporate policies and industry regulations.

Implementing Universal Print Server in your organization

Implementing the Universal Print Server within your organization requires a well-planned and structured approach to ensure a smooth transition and successful integration with the existing print infrastructure.

The first step in the implementation process is to assess the current print environment, including the types of printers, the number of devices, the distribution of users, and migration from existing print management solutions. This assessment will help to identify the specific requirements and pain points that the Universal Print Server can address, enabling a tailored implementation strategy.

Once the assessment is complete, the next step is to subscribe to the Universal Print Server service from the SaaS provider, the easiest being to adopt Microsoft Universal Print included in most Microsoft 365 subscriptions and provisioning a credit of 100 print jobs per user per month, they can even be aggregated within a company.

After the initial subscription, the Universal Print Server will need to be configured to optimize the print environment. This us where the exact needs of your organization must be known, and most probably reevaluated. In example more and more companies focus on print and scan, leaving the copy function accessible freely, as extra constraints cost more than they save in paper and toner. Card readers were also the norm on corporate printers, the stiff cost and possible incompatibility between sites make the NFC smartphone-based authentication proposed by some vendors an interesting alternative.  Some Universal Print Server management portals like Microsoft Universal Print can be limited or complex to for tasks such as adding and configuring print devices, setting up print queues, defining user access policies, and configuring any advanced features, such as secure printing or mobile printing capabilities, a good option is to evaluate solutions that integrated and extend Microsoft Universal Print to a full-featured, Enterprise-Class Universal Print Server.

To ensure a seamless user experience, it is essential to provide comprehensive training and support to end-users. This may involve creating user guides, conducting training sessions, and establishing a dedicated support channel to address any questions or issues that may arise during the transition.

Throughout the implementation process, it is crucial to monitor the performance and adoption of the Universal Print Server. Regular reviews and adjustments may be necessary to address any emerging challenges or evolving business requirements, ensuring that the print management solution continues to meet the organization’s needs over time.

Key features and functionalities of a Universal Print Server

The Universal Print Server offers a comprehensive set of features and functionalities that streamline print management and enhance the overall efficiency of the print environment.

One of the key features is the vendor-agnostic design, which allows the Universal Print Server to integrate with a wide range of printer models, regardless of the manufacturer or age of the device. This flexibility ensures that businesses can leverage their existing print infrastructure, avoiding the need for costly hardware upgrades or replacements.

Another essential feature is the centralized print management capabilities. The Universal Print Server acts as a central hub, providing IT teams with a unified interface to monitor, configure, and troubleshoot all print-related activities across the organization. This centralized control enables better resource utilization, improved cost-efficiency, and enhanced security and compliance. It is possible to enhance open Universal Print Servers, such as Microsoft Universal Print, by plugging a Cloud Print Management solution that wraps it into a feature-rich, enterprise-class Print Server that resolves the initial complexity and limitations. As an example,badge authentication mobile print, driverless support for all printer of any brand, global fleet management or print rules are not available with Microsoft Universal Print but that can easily be fixed using a rich add-on such as Celiveo 365.

The Universal Print Server also offers advanced security features, such as user authentication, access control, and document tracking. By integrating with existing identity management systems such as Microsoft Entra-ID, the Universal Print Server ensures that only authorized users can access the print environment, reducing the risk of unauthorized access and data breaches, and can leverage from the identity groups in print rules and solution management without having to manage another layer of identification, or having to rely on login/password that are probably not compliant with industry regulations or corporate policies.

Additionally, the Universal Print Server’s cloud-enabled capabilities allow for remote management and support. IT teams can access the server’s web-based interface from any location, enabling them to quickly respond to user issues, update configurations, and maintain the print infrastructure without the need for on-site interventions.

Other notable features of the Universal Print Server include mobile printing support, which allows users to securely print from their mobile devices, and advanced reporting and analytics capabilities, which provide valuable insights into print usage, costs, and trends within the organization.

Comparing Universal Print Server to traditional print management solutions

When evaluating print management solutions, it is essential to understand the key differences between the Universal Print Server and traditional print management approaches. This comparison can help organizations make informed decisions and select the best-suited solution for their specific needs.

One of the primary differences lies in the centralized nature of the Universal Print Server. Unlike traditional print management solutions, which often rely on decentralized and fragmented control, the Universal Print Server provides a unified platform for managing all print-related activities. This centralized approach offers enhanced visibility, control, and optimization of the print environment.

Another significant distinction is the vendor-agnostic design of the Universal Print Server. Traditional print management solutions typically require specific printer drivers and configurations, limiting the compatibility with a diverse range of printer models. In contrast, the Universal Print Server eliminates the need for individual driver management, allowing businesses to leverage their existing print infrastructure, regardless of the manufacturer or age of the devices.

The cloud-based characteristics of the Universal Print Server also set it apart from traditional on-premises print management solutions. By leveraging cloud technologies, the Universal Print Server enables remote management, support, and monitoring, empowering IT teams to maintain the print infrastructure from any location. This flexibility is particularly valuable in today’s dynamic work environments, where employees may be working remotely or across multiple sites.

Additionally, the Universal Print Server offers advanced security features, such as user authentication and access control or encrypted communication of print jobs data to the printers, which are often lacking in traditional print management solutions. These security measures help to mitigate the risk of unauthorized access, data breaches, and compliance issues, providing a more robust and secure print environment.

The best Universal Print Server solutions also need no print solution agent deployed on client PC, such deployment creating a very stiff cost and IT burden for companies. The most advanced Universal Print Servers need no server, no software on-premises, just printers connected to Internet and bare client PCs where no driver and no software are needed to print on any printer, anywhere.

When it comes to cost-efficiency, the Universal Print Server’s vendor-agnostic design and centralized management capabilities can lead to significant savings. By eliminating the need for individual driver management and optimizing resource utilization, the Universal Print Server can help businesses reduce their overall print-related expenses, including hardware costs, consumable expenses, and IT overhead.

Best practices for managing print across networks with Universal Print Server

Effectively managing print across networks with the Universal Print Server requires the implementation of best practices to ensure optimal performance, security, and cost-efficiency. Here are some key best practices to consider:

1. Conduct a comprehensive print environment assessment: Before implementing the Universal Print Server, thoroughly assess the existing print infrastructure, including the types of printers, their ability to communicate with the public Internet without creating a cyber-risk, their IPP 2.0 compatibility, user distribution, and any pain points or challenges. This assessment will help to inform the implementation strategy and ensure that the Universal Print Server is tailored to the organization’s specific needs.

2. Centralize print management: Verify you can leverage the Universal Print Server’s centralized management capabilities to consolidate control over the print environment. This includes configuring print queues, setting up user access policies, and monitoring print activity from a single, intuitive interface.

3. Optimize print resource utilization: Utilize the Universal Print Server’s features to optimize the use of print resources, such as paper and ink/toner. This may involve implementing rules-based printing, enabling secure printing, and monitoring and adjusting print quotas to reduce waste and control costs.

4. Ensure robust security and compliance: Verify the Universal Print Server is cyber-secure, at minimum with an ISO 27001:2022 certification for the publisher, regular certified pentest and a 24×7 compliance verification against norms such as HIPAA Hitrust, SOC2 or FedRAMP. Implement the Universal Print Server’s security features, such as user authentication and access control, to safeguard the print environment and maintain compliance with industry regulations and corporate policies. Regularly review and update the security measures announced by the Universal Print Server SaaS supplier to ensure your documents are really secure.
   

5. Provide comprehensive user training and support: Invest in user training and support to ensure a seamless transition to the Universal Print Server. This may include creating user guides, conducting training sessions, and establishing a dedicated support channel to address any questions or issues that may arise.

6. Continuously monitor and optimize the print environment: Regularly review the performance and adoption of the Universal Print Server, and make adjustments as needed to address emerging challenges or evolving business requirements. Utilize the server’s reporting and analytics capabilities to gain insights and drive continuous improvement.

7. Leverage cloud-based features for remote management: Take advantage of the Universal Print Server’s cloud-enabled capabilities to enable remote management and support. This flexibility allows IT teams to maintain the print infrastructure from any location, improving response times and reducing the need for on-site interventions.

By following these best practices, organizations can effectively leverage the Universal Print Server to streamline print management, enhance security, and optimize the overall print environment across their networks.

Conclusion and future trends in print management

As businesses continue to navigate the complexities of modern, interconnected work environments, the need for efficient and reliable print management solutions has become increasingly crucial. The Universal Print Server emerges as a game-changing solution, offering a comprehensive set of tools and features that simplify the print infrastructure and empower organizations to optimize their print-related processes.

Through its vendor-agnostic design, centralized management capabilities, and cloud-enabled features, the Universal Print Server addresses the key challenges that organizations face in managing print across networks. By eliminating the need for individual printer drivers, providing enhanced security and compliance measures, and enabling remote support, the Universal Print Server streamlines the print management experience for both IT teams and end-users.

As we look towards the future, the trends in print management are likely to continue evolving, driven by the rapid advancements in technology and the changing dynamics of the modern workplace. Increased adoption of cloud-based solutions, the rise of mobile printing, and the integration of artificial intelligence and machine learning are some of the key trends that will shape the future of print management.

The Universal Print Server, with its adaptable and forward-looking design, is well-positioned to keep pace with these emerging trends. By continuously enhancing its capabilities and integrating with the latest technologies, the Universal Print Server will continue to be a valuable asset for businesses seeking to streamline their print infrastructure, enhance productivity, and maintain a secure and efficient print environment.

As you embark on your journey to simplify print management across your organization, the Universal Print Server offers a comprehensive and reliable solution that can transform the way you handle print-related tasks. Embrace the power of this innovative technology and unlock the full potential of your print infrastructure, driving greater efficiency, cost-savings, and productivity for your business.