Imagine you’re about to switch to a new managed print provider — but you don’t have clear data on how much you currently spend, which printers are underused, or where inefficiencies hide. You risk signing a contract that is too expensive or not suited to your business needs.

In this article, we’ll guide you through a practical, step-by-step way to audit your office print environment. You’ll learn what to measure, what to look for, and how to use the results to compare providers and negotiate from a position of strength.

What a Print Audit Is and Why It Matters

Before you start switching providers, it’s important to understand what a print audit actually is. A print audit is a thorough review of your office’s printing behavior, costs, devices, and workflows.

Here’s why this process is worth doing:

• You establish a clear baseline. You’ll know your true costs and volumes, so proposals from new vendors can be compared fairly.

• You uncover inefficiencies. Redundant devices, wasted pages, and excessive color printing become obvious.

• You improve security. Audits often reveal unsecured print queues and data risks that can be fixed.

• You avoid overpaying. You can right-size your device fleet and service plan before committing to a new contract.

When done well, a print audit helps you make better long-term decisions about your office equipment and service provider.

Step-by-Step Guide to Auditing Your Print Environment

A print audit does not have to be complicated. Follow these steps to get a clear picture of your current setup:

1. Define the scope and involve stakeholders. Decide which departments, floors, or offices to include, and get buy-in from IT, facilities, and finance.

2. Take inventory of every device. Record make, model, location, connectivity, and age for each printer, copier, or multifunction device.

3. Track usage over time. Use print management software or server logs to gather data for at least 30–90 days to see real patterns.

4. Analyze the data. Look for over-utilized devices, underused machines, and departments with unusually high printing volume.

5. Calculate true costs. Include paper, toner, energy, service, and labor costs.

6. Identify waste and inefficiencies. Look for duplicates, unnecessary personal printers, and jobs that could be duplexed or routed to lower-cost devices.

7. Check security risks. Look for open print queues, unsecured data transmission, and lack of user authentication.

8. Document findings and create a benchmark report. Summarize your data so you can compare provider proposals fairly and set measurable goals for improvement.

This process will give you the insight you need to approach new providers with confidence and ask the right questions.

FAQs

• How long does a print audit take?
  Most audits take between four and eight weeks from inventory to final report, depending on the size of your organization.

• Do I need special software for the audit?
  For anything beyond a very small office, yes. Print tracking software makes the process more accurate and reduces manual effort.

• What’s the ROI of doing a print audit?
  Many businesses find 10–30% cost savings through device consolidation, better print policies, and reduced waste.

• Can I audit just one department first?
  Yes. A pilot audit is a great way to test the process before rolling it out to the entire company.

• Will an audit disrupt employees?
  When handled carefully, the process runs quietly in the background with minimal impact on day-to-day work.

Conclusion

Switching providers without knowing your true printing habits can lead to costly mistakes. A thorough audit gives you the data you need to right-size your fleet, tighten security, and negotiate a better deal.

If your business is in Salt Lake City or nearby, now is the perfect time to run an audit and see where you can save. Reach out to a trusted office equipment provider to start the process and set yourself up for a smooth, cost-effective transition.