Summary
Output management and printer management serve distinct roles — one optimizes document workflows, the other oversees print devices and resources. What's right for you?
Read time: 3 minutes
Efficient document handling and printing are essential in today’s fast-paced business environment. As organizations strive to streamline operations, two commonly used — but often misunderstood — terms surface: output management and printer management.
While they may sound similar, they serve distinct roles in the document lifecycle. Understanding the difference between the two is key to optimizing workflows, reducing costs and enhancing productivity.
Let’s explore how they differ and how to determine what’s right for your organization.
Printer management: mastering device oversight
Printer management refers to the tools and processes used to oversee and maintain a fleet of printers.
It includes:
Monitoring device status and usage
Managing print queues and supply levels
Ensuring uptime and availability
Controlling printing costs
Enforcing print policies
Effective printer management ensures employees have access to reliable printing resources, which is vital for maintaining productivity. It also supports sustainability by reducing waste and promoting responsible printing practices.
Examples of printer management solutions
We offer a variety of tools and services designed to simplify and optimize printer management:
RICOH CloudStream: A brand-agnostic, secured cloud native platform that enables centralized management of print infrastructure, ideal for hybrid and remote work environments
RICOH Streamline NX: A scalable print management solution that controls and provides secure print release, device authentication, and centralized reporting — perfect for organizations with complex print environments
RICOH Managed Print Services (MPS): A comprehensive service that assesses, optimizes and manages your entire print fleet, freeing up internal resources and reducing costs
RICOH IoT Command Center: Real-time monitoring and predictive maintenance for Ricoh devices, reducing downtime and improving service response
These tools help organizations maintain control over their print infrastructure while improving efficiency and reducing operational overhead.
Output management: streamlining document workflows
Output management focuses on the creation, formatting, routing, and delivery of documents. It ensures the right documents are delivered to the right people, in the right format, at the right time — whether digitally or in print.
Key features include:
Centralized control of print jobs
Automated routing based on rules (e.g., by department, urgency or document type)
Real-time monitoring and reporting
Integration with business systems (ERP, EMR, CRM, ECM, etc.)
By automating workflows and minimizing manual intervention, output management enhances efficiency, reduces errors and improves compliance. It’s especially valuable in industries like healthcare, finance and manufacturing, where timely and accurate document delivery is critical.
Examples of output management solutions
Output management tools are designed to streamline document workflows and improve compliance:
RICOH Streamline NX: In addition to printer management, it also supports output management by enabling secured document routing and workflow automation
RICOH CloudStream: Simplifies and centralizes secure printing and scanning from anywhere, helping IT teams reduce overhead and support hybrid work
RICOH Smart Integration: Transforms your MFP into a powerful workflow tool by automating document tasks like scanning, converting and routing to save time and boost productivity
PaperCut MF: A user-friendly solution that provides secure print release, print quotas, and detailed reporting
Tungsten ControlSuite: A powerful platform that automates document capture, processing and delivery across multiple channels, improving security and compliance
These tools give organizations visibility into document workflows, help reduce waste and ensure critical information is delivered to its destination efficiently.
Printer Management vs. Output Management — a side-by-side comparison
While both printer management and output management contribute to efficient document handling, they focus on different aspects.
Feature | Printer Management | Output Management |
Focus | Print devices, copiers and MFPs | Document workflows |
Scope | Monitoring, maintenance, cost control | Creation, routing, delivery |
Tools | CloudStream, Streamline NX, MPS, IoT Command Center | CloudStream, Streamline NX, Smart Integration, PaperCut MF, Tungsten ControlSuite |
Benefits | Reduced downtime, cost savings, sustainability | Workflow automation, compliance, faster delivery |
In short, printer management ensures your devices are running smoothly, while output management ensures your documents are flowing efficiently.
Choosing the right solution for your business
The right approach depends on your organization’s needs:
If your goal is to reduce print-related costs, improve device uptime and manage supplies, printer management is essential.
If you need to automate document workflows, ensure compliance or improve communication through timely document delivery, output management is the better fit.
If your organization requires both printer and output management capabilities, Ricoh-developed solutions can be tailored to meet your needs — whether you're looking for a hybrid cloud environment or a private cloud infrastructure.
Real stories, real impact
When choosing the right solution, it helps to see how others have benefited. Here are a few examples of the results our customers have enjoyed.
A real estate company used CloudStream to move their print infrastructure to the cloud, boosting efficiency, security and manageability.
A global airline’s back-office help desk automation and customer service systems are creating better experiences using Streamline NX, Service Advantage and IoT Command Center.
A university medical center automated patient packet workflows to reduce privacy compliance risks, improve efficiency and enhance the patient experience, achieving $250,000 in annual savings with Ricoh’s Managed Print Services.
Find what’s right for you
Understanding the differences between output management and printer management is essential to building a modern, efficient document infrastructure. Need help deciding which approach is best for streamlining operations, cutting costs and boosting productivity?
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