To cut costs and find flexible solutions, many businesses are tempted to use unlicensed or free print management software rather than invest in trusted solutions. While it may seem easier to look for the cheapest option, the risks associated with free solutions can end up costing you far more in the long run. When it comes to managing sensitive documents and ensuring efficient print operations, the stakes are too high to rely on unverified, unsupported software. Investing in a trusted, comprehensive solution offers benefits that go beyond basics like data security.
Why is free print management a risk that is not worth taking? The answer is simple – you get what you pay for when choosing any type of software. In the case of tools that require any type of sensitive data, it is critical to choose trusted solutions that not only offer security assurance but also a wide range of features, reliable support, compliance and other benefits. In this guide, we’ll share some of the dangers of free or proprietary print tools to show you why they are never worth the low price tag.
The Dangers of Free Print Management Software
Here are some of the biggest risks that come with free print management software:
Data Security Vulnerabilities
One of the biggest concerns with open-source software is data security. Free, cheap or other non-verified tools often lack the stringent security measures needed to protect sensitive information. Without features like secure document release, user authentication and encryption, businesses are vulnerable to data breaches and unauthorised access. Trusted print solutions are designed with rigid security protocols to safeguard your data, ensuring compliance with regulations as well as full peace of mind knowing that you have full protection.
Lack of Reliable Support
When using free software, businesses can’t rely on consistent, professional support. Rather than dedicated support, you may only have limited or community-based support, which can result in struggles to get help when you need it the most. Trusted print management companies have dedicated support teams that provide assistance and regular updates. This ensures that any issues are quickly addressed, minimising downtime and maintaining smooth operations.
Incomplete Reporting and Audit Trails
Accurate reporting and audit trails are essential for businesses to monitor print usage, manage costs and ensure accountability. Free software lacks comprehensive reporting features, making it hard to track print activities effectively. Without detailed audit trails, businesses may struggle with compliance and internal audits. Trusted service providers offer extensive reporting capabilities, providing valuable insights and ensuring transparency in print operations.
Compatibility and Integration Issues
Cheap, free or unlicensed print software will often not integrate seamlessly with existing systems and hardware. Compatibility issues can lead to big problems and increased IT workload as businesses try to make different tools work together. Trusted managed print software tools are designed for compatibility with a wide range of devices and software, ensuring smooth integration and streamlined workflows. This reduces the burden on IT departments and enhances overall productivity.
Inconsistent Updates and Maintenance
Regular updates and maintenance are essential to reduce the risk of software that is vulnerable to security risks and compatibility issues. Choosing services that are regularly updated by dedicated, experienced development teams is key to ensuring that software remains secure, up-to-date and compatible with the latest technologies.
Hidden Costs
While free software may appear like a great deal at first, it often ends up costing more than you realise over time. This is due to expenses needed to cover additional security measures, third-party support and increased IT help for troubleshooting and maintenance. While services from managed print companies not be free, they offer a predictable pricing model with comprehensive features and support included. This provides value in the long term.
Investing in a trusted print solution is essential to ensure data security, operational efficiency and reliable support. To find out how our secure, efficient print management solutions help your business, contact Printsol today.
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