The Benefits of Cloud Printing

As authorised partners of PaperCut, Vasion Print, MyQ,eBridge and Toshiba, IT Document Solutions is uniquely positioned to guide organisations through this transformation. Here’s why adopting cloud printing makes powerful business sense:

1. No Need for Print Servers

A cloud-first model eliminates traditional on-site print servers along with driver maintenance headaches. At the time of writing, on-premise print servers typically involve capital expenditures of around £1,900 per server and ongoing maintenance costs of about £1,500 per year per server, according to Vasion Print. By removing these servers, organisations can significantly reduce IT infrastructure costs and simplify administrative workloads, freeing teams to focus on more strategic priorities.

2. Enhanced Security and Compliance

Security is a critical priority for every organisation, and cloud printing solutions are designed with robust protections. Encryption, Single Sign-On (SSO), user authentication, and comprehensive audit trails ensure sensitive data stays safe. Quocirca reported that nearly 67% of organisations have reported data loss resulting from poor printing practices, but secure-by-design architectures help businesses comply with regulations such as GDPR, HIPAA, and Cyber Essentials. Regular firmware and driver updates also help defend against evolving threats without adding complexity for IT teams.

3. Print from Anywhere

Cloud printing empowers employees to print securely fromany device and any location with internet access. The Office of National Statistics (ONS) reported more than a quarter (28%) of UK workers are now in hybrid roles, this flexibility enables efficient, streamlined workflows without requiring VPN connections. Whether working in the office, from home, or on the go, staff can send documents to print with confidence and ease, supporting productivity across distributed teams.

4. Scalability and Flexibility

The global cloud printing market is growing at approximately 11.6% annually. Cloud-native printing services are inherently scalable, making it easy to add users, devices, or even new offices with zero on-site setup or disruption. This flexibility ensures your print environment can evolve seamlessly as your organisation grows, without expensive infrastructure overhauls.

5. Centralised Printer Management

Cloud platforms provide a single pane of glass for managing printers, user permissions, firmware updates, and consumables across allocations. IT teams can monitor device health, automate toner replenishment, deploy updates remotely, and address issues before they disrupt users. Solutions like Toshiba’s e-BRIDGE CloudConnect further enhance control by enabling proactive maintenance and reducing helpdesk tickets, saving time and operational costs.

6. Cost Savings & Operational Efficiency

Eliminating print servers and reducing hardware requirements can dramatically cut costs while improving operational efficiency. Many organisations report reducing print-related support tickets by up to 90%according to Vasion Print, freeing IT teams to focus on more strategic initiatives and overall reducing the total cost of ownership (TCO) over time.

7. Integrated Cloud Scanning

Modern cloud platforms extend beyond printing to support secure and efficient scanning workflows. Toshiba’s e-BRIDGE Plus apps, for example, let users scan directly to Microsoft OneDrive, SharePoint, Google Drive, Box, Dropbox, or secure email—without the need to open firewall ports. This integration improves document security and makes the process as familiar and intuitive as working on a desktop application, reducing training requirements and streamlining adoption.

8. Sustainability & Environmental Impact

Smart routing, usage analytics, and pull-print features help track and reduce unnecessary paper consumption and associated CO₂ emissions. Each printed page can emit around 6 g of CO₂, and retiring power-hungry print servers—each consuming roughly 103 kWh per year—further supports your sustainability targets. Cloud printing enables organisations to align document workflows with broader environmental goals while maintaining efficiency and security.

Here are some questions our customers have asked about Cloud Printing:

Can I still use my existing printers with cloud printing?

Yes—most cloud solutions, including VasionPrint, PaperCut, and Toshiba’s e-BRIDGE, support a wide range of legacy and new devices. You don’t necessarily need to replace your hardware to benefit from the cloud.

How does cloud printing impact security and compliance?

Cloud services provide strong security measures like encryption, SSO, and audit trails. They help organisations meet compliance standards including GDPR, HIPAA, Cyber Essentials, and ISO27001. Automatic firmware updates also help protect against emerging threats.

What if I also need to scan documents securely?

These platforms allow users to scan directly to SharePoint, OneDrive, Google Drive, Box, and Dropbox—keeping workflows efficient and compliant without complex configurations.

As an authorised partner, IT Document Solutions can tailor a solution - whether using PaperCut, MyQ, Toshiba, or Vasion Print - to perfectly suit any organisation’s size, industry, and regulatory environment.

Conclusion: Unlock the Future of Printing

Adopting cloud printing through IT Document Solutions is a strategic investment with rapid ROI. You’ll benefit from:

• Lowered IT & hardware overhead
• Stronger security & compliance
• Enhanced user productivity
• Environmental stewardship
• Scalability that grows with your business

Let us help you modernise your print infrastructure - securely, efficiently, and sustainably.

Contact IT Document Solutions today to schedule a personalised demo or for a complementary assessment, book here.

‍