Managed Print for Law Firms: Improve Security and Efficiency

Do you know how much your Law firm spends on printing? You might be surprised to learn that the costs you’re tracking don’t cover the total cost of ownership. This is especially true if your firm has many locations. Invisible spend, rogue spending, idle and low-productivity devices all affect the actual spend.  

Beyond financial considerations, print security is often a concern. Are you certain all your devices are hardened? Is the firmware up to date, or are the machines vulnerable to cyber-attacks? Do you have protocols in place to prevent confidential data from being accidentally left on a printer?  

These are some of the main concerns keeping CIOs and IT leaders up at night. If you’re a law firm manager, these concerns are just as relevant to you.  

 Large law firms frequently have a dedicated print room with limited access. While this lowers the chances of walk-in leaks, it doesn’t solve digital and organizational worries: Are the devices properly configured? Are the printers hardened against cyber threats? Is there a strategy in place to ensure the correct devices are selected and properly maintained? 

Many law firms outsource all IT. While this tends to improve the state of servers and computers, the reality is that most IT teams don’t consider printers, printer uptime or even print security a top-tier priority.  

As a privately-owned managed print provider for law firms with the largest nationwide network of technicians, we have the privilege of working with thousands of law firms across the United States (including ones in the Am Law 100).  

By implementing Managed Print Services (MPS), your law firm has a dedicated team of experts focused solely on your print environment. A managed print provider can play a pivotal role in optimizing print management, ensuring security, and reducing costs.  

Far beyond automating the replenishment of print cartridges, an MPS can help safeguard against data loss and cyber espionage, protecting your clients’ confidentiality. An MPS can reduce SLA’s and invoicing from dozens of brands and vendors to a single point of accountability. And a lot more.  

Here’s an in-depth look at why law firms should implement MPS and how it can transform their operations.

1. Discovery Dumps
   In legal proceedings, discovery dumps are substantial collections of documents exchanged between parties. These often include volumes of physical paperwork that must be reviewed, organized, and presented. Despite advancements in digital technologies, handling these large quantities of paper remains a necessity due to the complexities, nuances, and strategy involved in the discovery process.
2. Case File Format Preferences
   Case files are central to legal work. They include client information, evidence, legal briefs, and other critical documents. Many attorneys prefer physical case files for their ease of annotation and reference. 
   
   Paper files also provide a tangible backup to digital records, ensuring that crucial information remains accessible even if digital systems encounter issues.
3. Limitations of Digitization
   Although digitization offers many advantages, it has limitations. The process of scanning and converting high-quality documents can be resource-intensive and may not always capture intricate details accurately. 
   
   Legal documents with complex formatting, handwritten notes, or intricate layouts often face challenges in digital conversion, making the original paper version, with its original formatting and annotations, a better and more reliable communication medium for these documents.
4. Attorney Preferences for Physical Paper Copies
   Many attorneys have strong preferences for working with physical copies. Paper allows for easy annotation, quick reference, and organization of information. 
   
   The tactile nature of paper can be particularly beneficial for detailed analysis and case preparation, providing a working environment that some find more effective than digital formats.
5. Court Requirements for Physical Paper Copies
   Courts frequently mandate physical copies of documents for filing and presentation. This requirement ensures that all parties have access to consistent and verifiable records. 
   
   Law firms must prepare physical documentation to comply with these legal requirements and maintain proper procedural standards.
6. Archival / Record-Keeping
   Legal documents such as notarized records, signed agreements, and official forms often need to be preserved in physical form. These documents serve as authoritative records, crucial for legal compliance and dispute resolution. 

Decentralized Print Devices 

Many law firms utilize a mix of office copiers and desktop printers scattered throughout their premises. This decentralized approach offers convenience but can lead to inefficiencies. Managing multiple devices often results in higher operational costs, inconsistent print quality, and increased administrative overhead. 

Centralized Print Rooms 

In contrast, some law firms opt for centralized print rooms. This setup consolidates printing operations into a dedicated space, allowing for better control over print activities.  

Centralized print rooms can streamline processes, enhance security, and manage large volumes of printing more effectively. This approach can also simplify maintenance and reduce the overall number of devices required. 

Hybrid Solutions 

A hybrid approach combines elements of both decentralized and centralized print management. This might involve a central print room for high-volume or sensitive documents while maintaining office printers for everyday needs.  

This flexible model can balance convenience with efficiency and security. 

Potential Problems 

Print security is a significant concern for law firms due to the sensitive nature of the documents they handle. Potential security issues include: 

• Unauthorized Access: Without proper controls, sensitive documents may be accessible to unauthorized personnel, risking confidentiality breaches. 

• Document Theft: Unattended print jobs or unsecured printers can lead to theft of confidential documents. 

• Data Leakage: Digital print jobs that are not properly secured can be intercepted or accessed by malicious actors. 

• Compliance Risks: Failure to secure print environments can lead to non-compliance with legal and regulatory standards. 

Best Practices for Print Security 

To address these concerns, law firms should implement robust security measures, including: 

• Follow-Me Printing: This feature ensures that print jobs are released only when the user is present at the printer, reducing the risk of unauthorized access to sensitive documents. 

• Secure Print Rooms: Centralizing print operations in a secure environment can control access and manage sensitive information more effectively. 

• Access Controls: Restrict access to printers and print rooms to authorized personnel only. 

• Encryption: Encrypt print data to protect sensitive information during transmission and storage. 

• Regular Audits: Conduct regular audits of print activities to identify and address potential security vulnerabilities. 

Five Trends for Law Firm Document Management in 2024 

As technology continues to evolve, several trends are shaping the future of print management in law firms: 

• In-House Document Digitization 
  Bringing all digitization efforts in-house minimizes the risk of leaks, drastically speeds up workflows and discovery management, and gives your law firm increased control. Law firms with their own digitization processes are more agile and more responsive – and thus more competitive.
  

• Increased Automation 
  Automation is likely to become more prevalent in print management. This includes automated print job routing, intelligent document handling, and integration with emerging technologies such as AI and machine learning. These advancements will further streamline workflows and improve efficiency.
  

• Cloud-Based Solutions 
  Cloud-based print management solutions have become the standard, offering flexibility and scalability. These solutions allow law firms to manage print operations remotely and integrate with cloud-based document storage and management systems.
  

• Enhanced Security Measures 
  With growing concerns about data breaches and privacy, enhanced security measures will remain a top priority. Future MPS solutions will likely incorporate advanced encryption, biometric authentication, and real-time threat detection to safeguard sensitive information.
  

• Sustainability Initiatives 
  Sustainability will continue to be a focus, with law firms adopting eco-friendly practices such as recycling programs, energy-efficient devices, and reduced paper usage. MPS providers will play a role in supporting these initiatives through sustainable practices and technologies. 

Each of these trends becomes easier to embrace through Managed Print Services. The right MPS partner can provide the right software solutions and the right training for your staff to enable your team to leverage all of these competitive advantages.  

Managed Print for the Print Room 

Managed Print Services (MPS) offer several advantages for print room management, including: 

• Cost Savings: By analyzing print usage and optimizing equipment, MPS can significantly reduce operational costs associated with hardware, supplies, and maintenance -- and make better strategic purchasing decisions based on factual, measured device usage/productivity.  

• Centralized Management: MPS consolidates print operations, simplifying management and streamlining workflows. This centralization helps reduce administrative overhead and ensures consistent print quality. 

• Visibility & Trackability: With centralized management comes visibility into machine usage across multiple offices and locations, across various device brands and models. Funneling all this information into one view improved reporting & accountability, and makes it much easier to reduce annual operational spend. 

• Enhanced Security: MPS providers implement advanced security features, such as follow-me printing and secure print rooms, to protect sensitive information and comply with legal standards. 

• Scalability: MPS solutions are scalable, allowing law firms to adjust their print infrastructure as their needs change. This flexibility supports growth and adaptation without significant additional investment. 

Managed Print for Print Security 

MPS providers offer comprehensive security features to protect your print environment, including: 

• Firmware Updates: Regular updates to printer firmware ensure that devices are protected against the latest security threats. 

• Hardened Devices: MPS providers use secure, hardened devices designed to resist unauthorized access and attacks. 

• Follow-Me Printing: This feature enhances security by requiring users to authenticate before releasing print jobs, preventing unauthorized access to sensitive documents. 

Improved Workflows 

MPS can streamline workflows by automating print processes and reducing manual tasks. 

 This may include: 

• Automated Print Jobs: Automating routine print tasks to save time and reduce errors. 

• Optimized Print Queues: Managing print queues more effectively to ensure that high-priority jobs are completed efficiently. 

• Integrated Solutions: Integrating print management with other office systems, such as document management and case management software, to create a seamless workflow. 

Significant Savings in Operational Spend 

Implementing MPS can lead to substantial cost savings, including: 

• Reduced Hardware Costs: Consolidate printers and copiers to lower hardware expenses. 

• Lower Supply Costs: Optimize the use of consumables and reduce waste by managing print usage more effectively. 

• Decreased Maintenance Costs: Regular maintenance and support from MPS providers can reduce downtime and extend the life of your equipment. 

Additional Benefits 

In addition to cost savings and improved security, MPS can offer other benefits, including: 

• Enhanced Reporting: Gain insights into print usage and costs with detailed reports and analytics. 

• Environmental Impact: Reduce the environmental footprint of your print operations by implementing sustainable practices, such as recycling and energy-efficient devices. 
   

6 Considerations for Law Firms Considering Managed Print 

1. Custom Solutions for Different Practice Areas 
   • Tailored Print Solutions: MPS can be customized to meet the specific needs of different legal practice areas, such as corporate law, litigation, and family law. Custom solutions ensure that print processes align with the unique requirements of each practice area.
     
     By incorporating these additional points, the article will provide a more comprehensive overview of the benefits and considerations associated with Managed Print Services for law firms. 
2. Technological Advancements and Integration 
   
   • Advanced Features and Integration: Modern MPS solutions include advanced features such as automated document management, cloud printing, and integration with legal management systems. These capabilities enhance workflow efficiency and support seamless document handling.
   • Integration with Legal Software: MPS can integrate with specialized legal software and case management systems, providing a unified platform for document creation, storage, and retrieval. 
3. Cost Management and Transparency
   •  Detailed Reporting and Analytics: MPS providers offer detailed reporting and analytics tools that allow law firms to monitor print usage, identify cost drivers, and make data-driven decisions. This transparency helps manage expenses and optimize print resources effectively. 
   • Predictable Costs and Budgeting: MPS contracts often include fixed pricing models that provide predictable costs for printing services. This predictability aids in budgeting and financial planning for law firms.
4. User Training and Support
   • Ongoing Training and Support: Effective MPS solutions include training programs for law firm staff to ensure they understand and utilize the full range of features. Additionally, ongoing support ensures that any issues are promptly addressed and resolved.
   • Change Management: MPS providers often assist with change management, helping law firms transition smoothly to new print solutions and adapt to evolving needs. 
5. Regulatory Compliance and Document Retention
   • Compliance with Legal and Ethical Standards: Law firms must comply with stringent regulations regarding document retention and confidentiality. Managed Print Services can help ensure that print processes adhere to legal standards by providing secure and controlled environments for sensitive documents. 
   • Audit Trails and Document Tracking: MPS solutions often include audit trail features that track document usage and changes. This capability is crucial for legal practices to maintain accurate records and demonstrate compliance with regulatory requirements. 
6. Environmental Impact and Sustainability
   • Reducing Paper Waste: MPS can contribute to sustainability efforts by optimizing print usage and minimizing unnecessary waste. Features such as duplex printing and print job analytics help law firms reduce their environmental footprint. 
   • Recycling Programs: Many MPS providers offer recycling services for used cartridges and paper, supporting law firms in their sustainability initiatives. 

Implementing Managed Print Services (MPS) in a law firm involves several steps to ensure a smooth transition and maximize the benefits. Here’s a detailed look at what this process entails: 

Assessment and Planning 

Before diving into MPS implementation, conduct a thorough assessment of your current print environment.  

This includes evaluating: 

• Current Print Volume: Analyze the volume and types of documents printed regularly. 

• Existing Equipment: Review the condition, usage, and efficiency of current printers and copiers. 

• Cost Analysis: Identify current spending on print-related expenses, including hardware, supplies, and maintenance. 

Based on this assessment, develop a strategic plan that aligns with your firm’s needs and goals. This plan should address: 

• Device Consolidation: Determine which devices can be replaced or consolidated. 

• Security Requirements: Define security needs based on the sensitivity of the documents handled. 

• Workflow Integration: Plan how MPS will integrate with existing workflows and office systems. 

Implementation and Training 

Once you’ve selected an MPS provider, the implementation phase involves several key activities: 

• Device Installation: Install new or upgraded printers and copiers according to the plan. 

• Software Integration: Set up and integrate print management software with existing office systems. 

• User Training: Provide training for staff on how to use new equipment and software, as well as best practices for print management. 

Ongoing Management and Optimization 

After the initial setup, ongoing management is essential to ensure that MPS continues to meet your firm’s needs: 

• Performance Monitoring: Regularly monitor print performance and usage to identify areas for improvement. 

• Cost Management: Track and analyze print-related expenses to ensure cost-saving goals are being met. 

• Feedback and Adjustments: Gather feedback from users and make adjustments as needed to optimize the print environment. 
   

Choosing the Right MPS Provider 

Selecting the right MPS provider is crucial for successful implementation.  

Consider the following when choosing a provider: 

• Experience and Expertise: Look for providers with experience in legal environments and a strong understanding of legal document management needs. 

• Comprehensive Services: Ensure the provider offers a full range of services, including hardware management, software support, security features, and cost management. 

• Customization: Choose a provider that can tailor their services to your firm’s specific requirements and preferences. 

We’ve been in business for two decades, and are currently supporting over 300,000 devices nationwide. No other privately-held provider has the vast reach we have.  

Our army of expert printer technicians (93% of whom are our W2 employees) can reach any office from Boston to San Diego, from Alaska to Puerto Rico. We are brand-neutral, representing 29 manufacturers.  

That said, the main difference is that we’re not transaction-driven. We are building relationships. Once we count you as a client, we think of how we can bring value to you today, five years from now and many years down the line. 

Most importantly, we count many large regional law firms and AM Law 100 firms among our clients.  

Here are two recent case studies: 

• AM Law 100 Law Firm Saves over $500,000 in Annual Spend 

• Large Law Firm Increases Efficiency and Print Security through MPS 

We’d be happy to run an assessment of your print operation and discuss strategy with you.