Why Cloud-Based Printing Can Deliver Significant Business Benefits

Printers aren’t top of mind — until they slow you down. For many businesses, outdated, server-based printing setups still create bottlenecks that don’t fit the speed or flexibility of modern work. IT teams lose hours to driver updates and support tickets, while users just want to hit ‘print’ and move on, regardless of their physical location.

That’s where cloud printing comes in. It helps solve these challenges by simplifying printing infrastructure, reducing IT burden, and giving employees the flexibility to print securely from anywhere.

The rise of cloud printing

Cloud computing has transformed the way many organisations design and manage their IT resources and is now having a similar impact on printing.

Demand for cloud printing is already very strong. According to US-based market research company Grand View Research , the global market for cloud printing was estimated to be worth $US 1.65 billion in 2024 and is forecast to have a combined annual growth rate (CAGR) of 11.6% from this year until 2030. In the Asia-Pacific region, the forecast CAGR is even higher at 13.7%.

In many cases this rising demand is being driven by an increasing desire within many organisations to have a less complex printing architecture. Both users and IT teams want printers that work reliably, are easy to configure and maintain.

They also want to be able to use common drivers regardless of the vendor chosen and have printers with location-awareness functionality that allows users to “see” the printer they’re using.

Ultimately, cloud-based architectures also enable enterprises to eliminate the need for costly print servers resulting in a lower carbon footprint from its inherent energy savings.

Operational benefits

Adopting a cloud-based printing platform can deliver significant benefits to organisations of all sizes. Some of the most significant include:

• Infrastructure simplification:
  Migrating to a cloud-native print-as-a-service platform can significantly lower the complexity associated with legacy printing infrastructures. Rather than needing to manage multiple print servers across different locations, the IT team can monitor and manage everything via a web-based console.
  
  The task of managing applications is also significantly reduced. IT teams no longer have to be concerned with installing patches and updating printer drivers. All management is completed by the cloud provider.
  
  User management is also simplified. The IT helpdesk will no longer have to spend time connecting users to printers or changing settings if they move location. Users will be able to take advantage of the platform’s self-service capabilities and connect to the most appropriate printer in their current location.
• Operational cost reduction:
  A cloud-based printing platform can also assist an organisation to reduce costs. The elimination of on-premise print servers lowers required spending on both hardware and software.
  
  The reduced complexity of the cloud-based infrastructure will also lower management overheads. IT staff who had been tasked with managing printers can be assigned to more value-adding activities while deploying updating, and managing all print devices through a unified, easy-to-use web-based platform regardless of print manufacturer.
  
  A cloud-based platform is also likely to support a range of printers from different vendors. This means an organisation will not have to replace its printer fleet to achieve the migration but can instead select devices that best fit staff requirements.
• Improved security:
  Embracing a cloud-based printing-as-a-service strategy can also help an organisation to improve its IT security posture.  By selecting a platform that complies with security requirements such as ISO 27001 and GDPR, an organisation can be confident that data is secure and other elements in the wider IT infrastructure are protected from threats.
• Data sovereignty:
  Data security, privacy and jurisdictional concerns have driven new rules and government policies around physical data location. While regulated industries such as finance were forced to address some of these challenges earlier on, today many more industries are considered “critical infrastructure”. That means new restrictions on IT arrangements, and a focus on where data is housed for compliance requirements.

Local success, global scale: Cloud printing in action

A well-known global travel business headquartered in Australia transitioned more than 500 printers to a cloud-based print management platform with support from Ricoh Australia. By combining secure release printing with standard push printing, the company was able to eliminate the need for on-site print servers, significantly reduce IT workload, and simplify their printing environment. Importantly, they achieved these results without replacing their existing printer fleet, making the shift both cost-effective and low-disruption across their global operations.

Traditional print systems often go unnoticed until they fail or slow things down. Shifting from an on-premise setup to a cloud-based alternative not only removes the burden of complex server infrastructure but also frees up physical space, strengthens security and productivity, and helps meet sustainability goals by reducing energy use and emissions.

If print hasn’t been part of your cloud strategy yet, now’s the time to ask: what’s still holding it back?