Terms to Include in Your Office Printing Policy

Terms to Include in Your Office Printing Policy

When you are in charge of a business, there are many things you must do in order to be successful. In addition to having a superior product or service, an outstanding team of reliable employees, and a solid marketing plan, you must also work behind the scenes to improve your bottom line. An office printing policy may not have been at the forefront of your mind when you started your business, but it is nonetheless important. Read on to learn how to draft an office printing policy, and to find out what you should include for employees using your printers and copiers.

Programmable Equipment

It can be hard to implement and enforce an office printing policy if you are not able to control your printing equipment. If you do not want everyone in your office to have printing privileges, you can control this by getting a printer or copier that requires a PIN code to be entered before use. This also allows you to track who is using the printing the most when you assign individual PIN codes to employees. You can also choose a printer and copier that automatically prints in the most efficient way possible to reduce your paper and ink usage.

Limited Access

You may not want to single out employees by providing a printing code to some but not others. In this case, you can physically place your printer or copier in a room that only certain people have access to. Evaluate who will need to use the copier on a regular basis and give them access, rather than having to grant permission every time someone needs to make a copy.


Make a point in your printing policy to discourage excess use of the printer. This will benefit the environment as well as your bottom line, as you won’t have to buy as much paper, toner, and other supplies when your copier is used responsibly.

Arizona Business Equipment is here to help you make your office printing and copying as easy as possible. Call us in Tucson at (520) 888-2679 for more information about our office equipment solutions.