Forrester Research estimates printing costs from 1% to 3% of a company’s annul revenues, with a large part coming from management costs. Any solution that reduces print management costs will have a significant impact on a companies’ bottom line.

What is a print server?

A print server is a computer or device connecting one or more printers to multiple workstations over a network.

The term “print server” refers to either hardware or software and is responsible for tasking the jobs from multiple workstations to a printer in the correct order and time. It enables users to print independently of a file server (which slows down the entire network) or a dedicated PC (which requires the purchase of additional hardware and software).

Print servers can be internal or external. An external one is more flexible since the same server can be kept even after printers are changed or upgraded. In general, a printer cable is connected to the print server, which is connected to the network. When a workstation is installed on the network, the default printer is then assigned to a network port instead of the standard parallel port. The print servers usually come with software which provides the proper network port needed by the printer. The port is configured to use the available network protocols to allow all workstations to print to the printer by default.

Users with a direct IP connection to a shared printer must have that printer’s current version of the printer software available to them, as well as the permission to install and configure that software on their computer. This process may be manageable in a small office, but as the number of users or printers grows, distributing and updating this software for each potential printer user can become a difficult task.

A print server facilitates print queue management, supports performance monitoring and enables the prioritization and scheduling of jobs in the print queue.

What is a print queue?

A print queue is a holding area for print jobs to line up and wait to be printed, either to a network printer or to a folder. This allows multiple users to send jobs to the same printer without conflict because the jobs enter the queue and wait their turn to be printed or archived. Using a print queue ensures a higher success rate for print jobs and allows for easier job recovery if the printer ever goes offline.

Prioritization and scheduling

The print server allows prioritization of print jobs. Print jobs and print queues may be assigned priorities such that the more important jobs are printed before the other jobs. Users can also send lower-priority jobs to the less critical print queue to avoid disruption of higher-priority print jobs. Using a queue also enables users to schedule print jobs at more convenient time, to allow more efficient use of printing resources (i.e. scheduling large print jobs for after office hours).

Advantages to having a print server

To be effective in today’s network printing environments, print servers must be able to accept print requests from multiple platforms independent of whether a workstation is local or remote. Print servers are flexible in the fact they can support virtually all printer models and all network environments. Print servers are key in running an efficient network printing environment.

• Reduces administrative and management workload by centralizing local and remote printer management.
• Simplifies labor intensive functions experienced by users when using direct IP printer connections.
• The printer is now connected to the network with a direct and fast connection rather than a slow parallel printer connection.
• The computer does not need to wait to print before continuing with other activities because print servers utilize the queuing of the file server to capture complete print jobs quickly, which frees the user to return to other work.
• No limitations as to where shared printers are placed because you are no longer restricted to cable

What is a fax server?

A fax server is a set of software running on a server computer which is equipped with one or more fax-capable modems attached to telephone lines or software modem emulators (“fax over IP”) technology to transmit the signal over an IP network. Its function is to accept documents from users, convert them into faxes, and transmit them. They also receive fax calls and either store the incoming documents or pass them onto users. Users may communicate with the server through either a local network or through the internet. In a big organization with heavy fax traffic, the computer hosting the fax server may be dedicated to that function, in which case the computer itself may also be known as a fax server.

What user interfaces are available for fax server users?

For outgoing faxes:

• An email (with optional attachments) can be sent to a special email address, which converts the message into fax format and transmits it
• The computer can “print” a file using a “virtual printer”, which sends the document to the fax server, which then transmit it
• A web interface can allow files to be uploaded, and transmitted to the fax server
• Special client software can be used

For incoming faxes:

• The user can be sent an email for each fax, with the pages included as attachments, usually in TIFF or PDF format
• Faxes may be stored in a dedicated file directory, which the user can monitor
• Users can log into a website to check for received faxes
• Special client software can be used

What are the advantages of a fax server over paper fax machines?

• Users can send and receive faxes without leaving their desks.
• Any printable computer file can be faxed, without having to first print the document on paper.
• With a queue, the number of fax lines in an organization can be reduced
• Faxing capability can be added easily to computer programs, allowing automatic generation of faxes.
• Transmitted faxes are more legible and professional-looking.
• Incoming faxes can be printed on a standard printer, so there is more office space available.
• Faxing may be monitored and/or recorded to ensure compliance with data-retention laws or so that users may be allocated quotas or charged fees.
• Fax servers can maintain a blacklist (all the numbers it will not accept faxes from) or a white list (all the numbers it will accept faxes from) in order to reduce spam and paper waste.
• A professional fax server grants substantial savings on cost and improves customer service and image
• The process of sending a fax is much shorter and incoming faxes are automatically integrated with emails

Solution: Install a Print & Fax Server to reduce cost and increase efficiency

With the number of Print & Fax server alternatives available, no one solution is right from every one. At Celera Networks, we take the following approach:

• A free consultation to evaluate your needs by job functions and existing technology
• Research the various options available related to your needs
• Propose specific hardware and software that will best meet your needs.

If you decide to move forward with a Fax or Print Server solution, we can implement the system and provide basic training as well as support any issues that arise and monitor/install updates as available.

Contact us today at 617.375.9100 to learn more about Print & Fax Server solutions for your business.