The New Era of Smart Printing for Schools

Thought Leadership Paper | Samsung

Research provided by

2

Digital content, personalized learning, classrooms filled with tablet-toting students using mobile devices supplied by the school or through bring-your-own-de-vice (BYOD) initiatives — it’s clear that the latest tech-nology innovations are continuing to reshape the K-12 educational landscape. But what do all these changes mean for printers, the long-time fixtures in classrooms and administrative offices? As content transitions from being paper-based to being created and consumed on digital devices, will printers go the way of dial-up modems and floppy drives? Don’t bet on it.

Schools aren’t pulling the plugs on their printers; they’re using these essential devices in new and innova-tive ways. For example, as students create more digital content, they still need high-speed, color-capable output devices to produce visually compelling presentations for class discussions. It’s the same with the assign-ments that originate on mobile devices, whether they are tablets, notebooks or streamlined Web clients. But these traditional uses are only the beginning as increasingly so-phisticated, versatile printing hardware enables new ways of distributing content in the digital classroom.

Technology-savvy schools are now taking advan-tage of networked and multi-function printers (MFPs), which can print, scan, copy and fax information as black and white or color output. Because these devices connect directly to school networks, they be-come communication hubs that enable students and teachers to scan essays and artwork and distribute the digital files to a website or email list without even producing a paper document.

As 1:1 computing and BYOD initiatives continue to proliferate, more students will be equipped with smartphones, tablets, netbooks and laptops — and the ability to print from these mobile devices will grow in importance. Additionally, administrators who face stringent regulatory requirements will increasingly rely

on workgroup printers and MFPs to create, capture, store and distribute information for federal special needs funding and other state and local government mandates.

The good news for cash-strapped schools is that technical innovation and sophistication doesn’t mean the latest hardware is a budget buster. Prices have been steadily falling in recent years so that many high-volume workgroup models now fall well below $1,000. And when schools replace older, single-purpose print-ers, scanners and fax machines with more efficient multi-function units, they will reap additional benefits from reduced hardware costs, increased productivity and lower energy bills.

The bottom line: Output devices aren’t becoming less relevant for digital classrooms, they’re becoming more versatile, more available, more convenient and more resourceful than ever before.

But to get the most out of these advanced prod-ucts, schools must develop a digital content strategy that takes advantage of the latest device innovations and related solutions.

Printers Keep EvolvingOne thing is clear — despite the digital revolution

now occurring in K-12 classrooms across the country, schools need printers and MFPs more than ever. MFPs come packed with network connections, processors, hard drives and touchscreen panels, putting these de-vices squarely in the category of specialized computers.

The bottom line: Output devices aren’t becoming less relevant for digital classrooms, they’re becoming more versatile, more available, more convenient and more resourceful than ever before.

Printers are advancing into multi-purpose communications hubs that can facilitate learning while reducing costs and increasing school and staff efficiency. Find out how your school can take advantage of this printer evolution.

3

In the classroom, teachers can use the latest devices to create hard copies of lesson plans and assignments for students, especially for those who rely on digital content but cannot bring a device home. In addition, teach-ers can produce presentations that make use of color to grab the attention of pupils and facilitate learning. Beyond these traditional uses, networked printers and MFPs complement the growing world of tablets, Web-based applications and Internet resources. Following are some print solutions and strategies that are sup-porting schools in their digital revolutions.

Document management and digital contentIn schools, the ongoing need for networked printers

and MFPs is solidifying around a host of new ap-plications that are creating a foundation for a larger transformation in how education organizations create and manage documents. At the core of these changes is document management software, which, when com-bined with the scanning capabilities of MFPs, enables schools to turn hard copy documents into digital con-tent. This means schools can gather all of the required information about students — ranging from grades and teacher evaluations to medical histories — into central electronic repositories. The information then can be stored securely, located easily and distributed efficient-ly via networks, workflow systems and the Internet.

According to AIIM, an industry association devoted to digital content trends and best practices, key docu-ment management features include:• Document check-in and check-out • Security and access control • Version control • Audit trails • Annotation and stamps • Summarization

A recent report by AIIM concluded that the lat-est technologies for scanning, imaging and character recognition are improving the processes organiza-tions use to turn information in hard copy documents into digital content. AIIM surveyed a cross section of organizations, including ones in education, and found cost-saving and productivity benefits when content is in digital form and doesn’t require manual data entry processes for keying-in data.1 The majority of the sur-vey respondents said they saw a gain in productivity of 33 percent or more, according to the report. “These could generally be considered hard-dollar savings, and they commence as soon as deployment is complete, and continue for the life of the process,” the AIIM report states.

How does this translate for schools? One compelling example is the ability to automate testing and grading. This comes about when school districts combine the scanning capabilities of MFPs with the right software that enables instructors to create and print tests and

For schools and offices looking for a printing solution that’s fast, efficient, ergonomic and eco-friendly, Samsung’s cutting-edge line of A4 color and monochrome MFPs and printers may be the answer. Catered especially to school districts, the A4 line provides the performance districts need to maximize value and keep pace with the evolving educational environment.

Speed: A4 devices provide fast, reliable and economical performance. For even faster performance, some models come equipped with a dual CPU, which ensures all jobs are processed quickly, minimizing downtime and maximizing efficiency.

Ergonomics: An often overlooked component of printing solutions, an ergonomic, space-efficient design is critical. Samsung MFPs and printers are lighter and more compact than many competitive models, and their physical design increases ease of use. Select models also produce sound no louder than normal conversation.

Eco-friendliness:Samsung MFPs and printers are ENERGY STAR® qualified; Samsung’s S.T.A.R. Program can recycle all toner cartridges and reuse the materials for future products. It’s all part of Samsung’s commitment to making education greener.

Many of the above features are also available on Samsung’s A3 line of MFPs and printers.

Samsung Delivers with Education- Tailored MFP and Printer Solutions

4

barcoded master answer sheets. The scanners in MFPs automatically match student responses to the masters and compile the scores. This eliminates the expense of commercial test forms and specialized scanners and gives instructors nearly instant feedback on student performance. The MFP and software combination can then send test scores directly to the school’s student information system to update each pupil’s education record and allow instructors to analyze the results to identify areas for improvement. Gap analysis like this is especially important as instructors prepare for standard-ized tests and other regulatory requirements.

Another important aspect of document manage-ment is the related area of content lifecycle manage-ment: the ability to organize and store data according to its age, educational relevance, regulatory impor-tance and other retention policies of the school dis-trict. Lifecycle management systems can automatically move digital records to the most appropriate destina-tion, whether that’s a hard drive on a networked printer or MFP, a file server, a database housed on a storage area network or a public cloud archival site. School districts should look for systems that manage data unobtrusively so teachers and administrators have the information they need whenever they need it and don’t encounter any productivity delays.

Managed print services and cost controlManaged print services (MPS) are another game-

changer for school district printing resources. MPS is a print optimization system that provides visibility into the entire printing environment. This allows districts and schools to account for every penny they spend and manage how the print resources are used. With this outsourcing approach, school administrators contract with an outside specialist to take control of the printing and imaging equipment, including such tasks as ink and toner replacement, routine maintenance and repairs.

Depending on a district’s needs, a managed print contract may entail managing all the output devices used by the school system and include a document management solution. Schools may also opt for more modest agreements that provide expertise for optimiz-ing the environment, identifying cost-saving oppor-tunities, and performing supplies replenishment and maintenance duties.

MPS directly addresses a problem with printers that has plagued many schools for years — for a variety of reasons the devices have largely run unmonitored. Some IT managers have had no idea how many printers a school accumulated over time and whether the current hardware footprint was an appropriate number for the needs of administrators, instructors and students. One reason why printing environments are difficult to manage without outside help is that it’s not always clear which department should take responsibility for printers and associated imaging equipment, such as scanners and fax machines. An IT manager may be involved with hardware purchases, while an administrative assistant may be the one to replenish toner stocks. The result is that no one is tracking total costs and school districts miss out on chances to cut costs through volume discounts on devices and supplies. At the same time, equipment breakdowns and repairs may require making an appointment with a repair person and lead to disruptive downtime while schools wait for the problem to be corrected.

This can all be addressed with the help of a managed print professional that can provide supplies

Cost Cutting is KeyWhen IT decision-makers in a cross-section of industries evaluated a dozen reasons for considering MPS, more than 70 percent said cost reduction was “very important,” topping the list of responses, according to InformationWeek.2

5

replenishment, maintenance and preventive care all for a set monthly cost that remains predictable throughout the school year.

Finding an optimal ratio of devices to users is essential for managing costs, according to the Photizo Group, an industry association devoted to the MPS segment. It states that some organizations maintain one printer for an average of every 2.2 employees,3 which can rack up unnecessary costs for hardware, ink or toner, and energy, totaling about $750 per employee, per year.4 An evaluation by a managed print specialist often finds ways to use workgroup printers and MFPs to centralize printing resources and serve perhaps six employees per device. The savings from a successful managed print program may average 30 percent, Photizo adds.5

Better management of printers and MFPs has ripple effects that go beyond direct budget considerations. With proper oversight, school districts can be sure these networked devices don’t open up new security risks through careless use of the resources. For example, a student health record or Family Educational Rights and Privacy Act (FERPA) report left unattended in an MFP output tray could lead to embarrassment or legal problems if accessed by someone who isn’t authorized to see the information. And while scan-to-email capabilities on MFPs can be effective ways to distribute information, they could also facilitate security breaches if access controls aren’t in place.

Challenges like these help explain why organizations are turning to MPS. The Photizo Group reports that millions of organizations across all market segments have adopted managed print services in recent years. In 2011, the North American market alone reached $17.5 billion, or 20 percent higher than the previous year, Photizo says.6 Similar growth rates are likely for at least the next three years, it adds.

Samsung Solutions for Education

Mobile printing: The Samsung Mobile Print App enables users to print and scan documents directly from their smartphone or tablet. Documents can be printed on any WiFi-enabled Samsung MFP or printer on an available secured network. Need to sign and return a document quickly? Users can print it, sign it and scan it back on to their smartphone immediately. The Sam-sung Mobile Print App saves time, making work more efficient.

Printer fleet management: Samsung’s CounThru managed print solution helps monitor and manage your fleet through a remote system. Doing so helps reduce costs through consolidation and optimization of the print environment, improve productivity, and manage the environment with tracking and reporting tools. Meanwhile, Samsung’s managed print service partnerships provide access to leading system analysis, affordable equipment leasing programs, sales tools and supplies.

Document/workflow management: By capturing paper and electronic documents and intelligently sending them to their correct destinations, SmarThru Workflow streamlines and simplifies the workflow process. Workflow customization is achieved thanks to the Web-based Workform application. For added support, Samsung maintains partnerships with Perceptive Software and Intellinetics.

Grading: Say goodbye to hours of grading multiple-choice exams one at a time, by hand. Samsung partners with Gravic, Inc., creator of Remark grading software, to automate grading and help educators better manage their time and energy. Remark eliminates the need for special forms and scanners, decreasing costs while producing fast and accurate results.

Pay-for-print: Pay only for what you use. In an era of shrinking educational budgets, Samsung is partnering with PaperCut and Pharaos to offer pay-for-print solutions that can help schools and offices realize significant cost savings.

Some organizations maintain one printer for an average of every 2.2 employees, which can rack up unnecessary costs for hardware, ink or toner, and energy, totaling about $750 per employee, per year.

$750per ye

ar

6

A Long-Term Strategy How should districts and schools take the first

steps to update their printing environments as digital content grows and mobile devices become the norm? Start by focusing on these five key steps:

1) Develop a plan to use the optimized print environment as a foundation for a district-wide electronic document management system. Reducing the time spent filing and retrieving paper documents will increase staff productivity, provide better management of sensitive information, and enable automated workflows that route reports and other assets efficiently to their required destinations. The new environment will make additional cost-saving and productivity-boosting innovations possible, including automated test scoring and reporting.

2) Understand the current print environment. School districts can contract with managed print providers who can offload much of the responsibility for this effort from the district. No matter who does the work, the audit entails a count of all the printers, MFPs, scanners and fax machines running throughout the school system. Specialized software programs can send monitors across the network to locate and record all attached devices. But since most organizations also rely on a number of standalone, desktop models, audi-tors need to physically walk through offices and class-rooms to get a complete picture of the environment. In addition to a baseline headcount, auditors should also gather information about the age, output volumes and rated duty cycles of each unit.

3) Compare the number of printers and MFPs to how many students and staff members use the units. If the ratio of devices to users isn’t at least four or five to one, look for opportunities to reduce the amount of hardware in operation using centrally located work-group printers and MFPs. Note that a consolidation and modernization of the print environment doesn’t have to

What to Look For in Multi-Function Printers

High prices for these flexible machines used to make them tools primarily for organizations with deep pockets. But today that’s no longer the case. For example, some color MFPs list for less than $700. Price points like these mean schools not only can afford what was once high-end technology, they can create a foundation for reducing the amount of hardware that must be managed and the associated maintenance costs. To assure that networked MFPs keep sensitive information secure, look for models that enable the following safeguards:

Data encryption: Encryption software embedded in MFPs keeps information safe from unauthorized viewers when it is stored on internal hard drives or sent across the network. Authorized users can use touchpads on the MFPs to enter the proper identification to decrypt the information.

“Pull” printing: Sensitive documents sitting in output trays invite security breaches. To guard against this risk, MFPs should store a print job until the intended recipient enters a security code, scans an ID card or uses both types of controls for authorization.

Security settings: MFPs should offer a range of configuration settings to enable school administrators to easily tailor the devices for district security policies. For example, in some workgroups the scan-to-email capability may offer a safe and convenient way to distribute general information. But in offices that routinely handle private student records or HR files, the same convenience could open up security risks. Authorized administrators should have the controls to easily make the necessary adjustments to each machine from a central location.

Audit trail software: In addition to controlling how MFPs handle information, schools should also have tools for creating usage reports and records that track when devices printed or distributed sensitive files.

The consolidation and modernization of the print environment doesn’t have to be an expensive rip-and-replace undertaking. A high-volume MFP that runs well below its monthly duty cycle in the athletic office may fulfill the workgroup needs of the superintendent’s office without requiring the school to purchase a new unit.

7

be an expensive rip-and-replace undertaking. For exam-ple, a high-volume MFP that runs well below its monthly duty cycle in the athletic office may fulfill the workgroup needs of the superintendent’s office without requiring the school to purchase a new unit.

4) Explore further consolidation possibilities. Consider decommissioning standalone scanners and fax machines in favor of networked MFPs. Fewer hard-ware devices means lower capital expenses for replace-ment units, as well as lower ongoing costs to keep individual units powered up and filled with supplies.

5) Transition to a world of digital content. Printers and MFPs can connect with tablets, laptops and other mobile devices with wireless receivers on the output hardware or via routers installed on school LANs.

Conclusion: Growing ImportanceThe rise of digital content, mobile devices and

personalized learning strategies doesn’t diminish the role of printers in modern K-12 classrooms, but it does require schools to rethink how to get the most out of these output devices. In some cases, that may mean targeting future hardware investments at MFPs, while simultaneously reducing costs through hardware consolidations.

Ultimately, these devices can become flexible communications hubs for document management systems that efficiently distribute information, help schools comply with government regulations and reduce the burdens of managing paper-based content. In short, printing resources aren’t becoming irrelevant in the digital content world, they’re moving to the head of the class.

Endnotes

1. www.aiim.org/pdfdocuments/IW_ProcessRevolution_2012.pdf2. http://reports.informationweek.com/abstract/13/8255/Outsourcing-Services/research-managed-print-services.

html?cid=SBX_iwk_well_Analytics_Business_services&itc=SBX_iwk_well_Analytics_Business_services3. www.mpsinsights.com/wp-content/uploads/2010/03/CXOWhitePaper.pdf4. Ibid.5. Ibid.6. www.zdnet.com/blog/doc/managed-print-services-continues-to-demonstrate-strong-growth/2299

Learn More4 1-866-SAM4BIZ | samsung.com/education | Education. Innovated.

© 2012 e.Republic. All Rights Reserved.

Samsung is a registered trademark of Samsung Electronics Co., Ltd. All products and brand names are trademarks or registered trademarks of their respective companies. This article is for informational purposes only. Samsung makes no warranties, express or implied, in this article.