There’s no getting around it – law firms run on paper. Hard copies are everywhere, be it for drafting contracts, preparing case files and court filings, or handling confidential legal documents and client records. They are still deeply woven into the day-to-day operations of most legal practices.
Most law firms severely underestimate just how much time, money, and risk are quietly bleeding out of their print usage and environments. It’s not just about replacing toner or fixing the occasional paper jam. We’re talking about a tangle of inefficiencies, such as untracked printing costs that balloon monthly budgets, sensitive information and documents left unguarded on printer trays, and IT teams pulled away from critical tasks to troubleshoot outdated machines. These issues may seem minor, but they stack up fast and quietly eat into a firm’s profitability and reputation.
That’s why more law practices in New York, and nationwide, are making the switch to managed print services for law firms. With Xerox® technology and Flynn’s hands-on, local support, the shift isn’t simply about upgrading hardware. It’s about redesigning how your firm reduces costs and handles documents, data, and day-to-day operations to be faster, smarter, and far more secure. Far more than a back-office decision, it is a strategic move that touches every case, every client, and every billable hour.
Why Paper and Print Environment Isn’t Going Anywhere – Yet
While digital transformation has reshaped the legal industry, let’s be honest, paper still plays a vital role.
- Courts often require physical copies of filings and exhibits.
- Client meetings still involve printed contracts and case summaries.
- Many clients prefer tangible records, especially in real estate, estate planning, or litigation.
- Signatures and annotations often happen fastest on paper.
Even in firms that have adopted digital case management systems, the push to go entirely paperless can feel like trying to solve the wrong problem. The reality is that hybrid workflows, where digital and paper coexist, are the norm.
What’s outdated isn’t the paper. It’s the way firms manage it.
How Law Offices Handle Print Jobs And Why It’s Not Working
Walk into almost any mid-size firm, and you’ll find some version of this print operation setup – a scattered mix of desktop printers, an aging copier in the hallway, a supply closet full of mystery toner cartridges, and a few team members who know “just enough” about print processes to troubleshoot when something jams.
It’s a reactive environment. And it comes with real costs:
- IT teams get pulled into printer issues they weren’t hired to solve.
- Supply budgets are unpredictable due to untracked usage.
- Sensitive documents can sit unguarded in output trays, affecting document security.
- No usage data exists, so firms don’t even know what’s costing them.
This setup may “get the job done,” but it drains time and opens up security gaps your clients would be concerned about if they knew.
Print Security Is a Growing Risk And Legal Practices Can’t Ignore It
In a sector where client confidentiality is non-negotiable, print management and security often fly under the radar until there’s a problem.
- Unsecured printers can be access points for hackers.
- Unclaimed printouts leave sensitive info exposed.
- No audit trail means no accountability if something goes wrong.
Modern digital security threats don’t just target your network. They target every device on it, including that printer you’ve had since 2014.
That’s why Xerox® Managed Print Services include security features, such as user authentication, print release controls, and detailed reporting in their print infrastructure. Law firms can limit access, track usage, improve efficiency, and show proof of compliance with ease.
What the Future of Law Firm Printing Looks Like
As we move into 2025, five key trends are reshaping how legal practices think about document workflows:
- Smarter hybrid workflows – Attorneys want to securely print from home or court without risking client data. Cloud-connected devices and mobile print capabilities are now table stakes.
- More automation – Workflow tools that route documents, handle scanning, and file digital copies reduce manual effort, boosting accuracy and freeing up staff time.
- Focus on sustainability – Reducing paper and energy waste isn’t just about going green—it’s becoming a requirement in client RFPs and compliance reports.
- Vendor consolidation – Law firms want fewer vendors, not more. Partnering with a single managed print services provider helps centralize support and simplify billing.
- Data-driven decisions – Reporting dashboards help firms understand actual usage, flag inefficiencies, and make informed decisions on cost and resource allocation.
Why More NYC Firms Are Turning to Xerox® Managed Print Services for Their Printing Needs
Xerox® doesn’t just offer printers. They offer a smarter way to manage every part of your document environment. And through Flynn’s, you get that expertise delivered with local, hands-on support.
What makes Xerox® a strong fit for law firms?
- Scalable plans to match solo practitioners, boutique firms, and multi-office practices.
- Secure cloud-based platforms that integrate with your legal software.
- Proactive maintenance and support to reduce downtime.
- Advanced tracking tools to stay audit-ready and budget-aware.
- Automatic supply fulfillment, so you’re never out of toner again.
It’s more than having newer machines. It’s about turning your printing into a controlled, strategic, and cost-efficient function of your practice.
Things to Consider Before Making the Switch to Managed Print Solutions
Thinking about bringing in a managed print provider? Good. But don’t just pick the first name that pops up. Consider:
- Do they understand the legal industry?
You want someone who gets attorney workflows, confidentiality needs, and compliance standards.
- Can they scale with your growth?
Whether you’re opening new offices or growing your litigation team, the system should grow with you.
- Will they work with your existing tools?
Look for compatibility with your document management software and case systems.
- How transparent is the pricing?
Ask for clear breakdowns; no mystery fees, no bloated contracts.
Ready to Optimize Print Services for Law Firms and Bring Order to the Chaos?
If your law firm’s current print environment feels clunky, risky, or just too expensive, it’s time to explore a better way. Flynn’s has helped New York law firms large and small overhaul their print environments without disruption. We consult, design, implement, and support with no sales pressure and zero guesswork.
We’ll help you get your practice where you want it to go – efficiently, securely, and confidently.
