In most law firms, the print environment is chaotic by design. Case files are printed, scanned, redacted, reviewed, and reprinted again. Time-sensitive court submissions and high-volume document prep are routine. What isn’t routine, however, is how these printing processes are managed.
A surprising number of law firms still rely on outdated or fragmented print setups. With little oversight into who prints what, where it’s stored, and how it’s secured, firms open themselves up to security gaps, runaway costs, and administrative inefficiency. That’s where advanced print management systems come in.
For law practices in New York and across the U.S., a modern print management solution is a business-critical investment.
Enhancing Your Law Office Print Security
Law firms deal with privileged or confidential information daily. From client records and court filings to internal communications, printed documents are often just as sensitive as those stored digitally. Without proper controls, printers can become a major security blind spot.
An advanced print management system adds multiple layers of protection:
a. User authentication: Requiring staff to enter a PIN or badge-swipe at the device ensures that documents aren’t left lying around unclaimed.
b. Secure print release: Jobs are only printed when the user is present, reducing the risk of exposure.
c. Audit trails: Every print action is logged, creating transparency and accountability across the firm.
d. Device hardening: Xerox® print management solutions include firmware protection and real-time threat monitoring to prevent tampering.
In highly regulated industries like law, these features help support compliance with data protection laws while safeguarding client trust.
Flexible print Environment – Print From Anywhere, to Anywhere
Hybrid work isn’t a passing trend for law firms but the new normal. Whether attorneys are reviewing depositions at home or staff are filing motions in court, flexible printing is key. With a robust print management system, an associate working remotely can securely send a document to the office printer for same-day delivery to court, or route a file to a colleague’s nearest device for quick edits. This kind of mobility keeps cases moving and deadlines intact, no matter where your team is working from.
With cloud-based business print management solutions, firms can:
a. Print securely from mobile devices or laptops
b. Route documents to the most convenient printer (even across offices)
c. Scan-to-email or scan-to-cloud for real-time document access
Solutions like Xerox® Workplace Cloud make it easy for legal professionals to stay productive without being tethered to a single device or office.
Cutting Your Print Waste With Managed Print Service
In law firms, waste creeps in quietly – duplicate pages, unnecessary full-color printing, forgotten jobs that pile up in trays. These missteps add up over time.
Effective corporate print management tools help minimize waste by:
a. Setting print quotas or rules by department or user
b. Encouraging duplex (double-sided) printing by default
c. Redirecting large jobs to high-capacity printers
d. Tracking usage to identify costly habits
Xerox® solutions offer real-time reporting dashboards so administrators can see trends and act accordingly. Less paper waste means fewer costs and a greener office footprint.
Controlling Your Law Firm Printing Costs
Print may not show up as a line item in client invoices, but make no mistake, unmanaged printing eats into profits. Between maintenance, supplies, device downtime, and hidden inefficiencies, the costs compound quickly.
By adopting a commercial print management approach, law firms gain:
a. Predictable monthly budgeting with managed print service contracts
b. Automated supply replenishment to avoid emergency toner runs
c. Consolidated fleet management for fewer devices with more uptime
Over time, the savings are significant, especially when paired with proactive maintenance and remote monitoring.
Ready to reduce costs, boost productivity, and protect your firm’s sensitive data? Discover how Flynn’s can help you streamline your operations with a secure, modern print management system tailored for law offices.
