Managed Print or Document Management?
PaperCut or Square 9? Which will better serve your organization? When it comes to managing documents and print environments, two powerful contenders often emerge. While both offer significant benefits, PaperCut and Square 9 address fundamentally different core functionalities, though some overlap does exist. Understanding these distinctions is crucial to determining whether utilizing both offers a strategic advantage or if selecting one aligns better with your specific needs and priorities.
Let’s break down each software to clarify their primary focus and key features.
PaperCut NF Software: Mastering Print Management and Cost Control
At its heart, PaperCut is designed to give organizations comprehensive control over their printing, copying, and scanning activities. It provides the tools necessary to track usage, enforce policies, and secure sensitive information within your print environment.
Key Features of PaperCut NF:
- Detailed Print Tracking and Reporting: Gain insights into who is printing what, from which department and device.
- Quota and Cost Allocation: Implement print quotas for users or departments and allocate printing costs effectively.
- Secure Print Release (Follow-Me Printing): Enhance document security by requiring users to authenticate at the printer before their documents are released.
- Mobile and BYOD Printing: Enable seamless printing from various devices, including smartphones and personal laptops.
- Rule-Based Printing: Implement rules to encourage cost-effective printing habits (e.g., automatic duplex or grayscale printing).
- MFP Integration: Control access and track copying and scanning directly from your multi-function printers.
- Versatile Scanning Workflows: Streamline scanning processes with options to scan directly to email, network folders, or cloud storage.
Square 9: Revolutionizing Document Management and Workflow
In contrast, Square 9 operates as a robust Document Management System (DMS) and Enterprise Content Management (ECM) platform. Its primary focus lies in digitizing, organizing, securing, and automating your organization’s document-centric processes.
Key Features of Square 9:
- Centralized and Secure Document Storage: Create a single, secure repository for all your critical business documents.
- Advanced Search Capabilities (including Full-Text OCR): Quickly and efficiently locate any document using powerful search functionalities, even within the content of scanned documents.
- Workflow Automation: Design and automate document routing and approval processes to improve efficiency and reduce bottlenecks.
- Comprehensive Document Capture and Indexing: Easily digitize documents from various sources, including scanners, email, and network folders, with intelligent indexing capabilities.
- Robust Version Control and Audit Trails: Track changes made to documents and maintain a complete history for compliance and accountability.
- Granular Security and Access Controls: Define specific permissions to control who can access, view, and modify sensitive documents.
- Seamless Integration with Business Applications: Connect your document management system with other essential software your organization uses.
- Customizable Web Forms for Data Collection: Create digital forms to streamline data gathering and integrate it directly with your document workflows.
The Power of Synergy: Utilizing Both PaperCut and Square 9
For many organizations, the true power lies in recognizing that PaperCut and Square 9 can be highly complementary solutions.
- Comprehensive Document Lifecycle Management: Imagine a seamless flow where PaperCut manages the initial output of a document (printing) and its digitization (scanning), while Square 9 takes over for secure storage, intelligent organization, automated workflows, and efficient retrieval of that digital information throughout its lifecycle.
- Enhanced Security Across the Board: PaperCut’s secure print release prevents sensitive printed documents from being left unattended, while Square 9 safeguards your digital documents with robust access controls and audit trails.
- Holistic Cost Control: PaperCut directly tackles printing and copying costs, while Square 9 indirectly contributes by streamlining document workflows, reducing manual tasks, and improving overall operational efficiency.
- Boosting Overall Efficiency: PaperCut optimizes your printing and scanning processes, while Square 9 significantly enhances the efficiency of managing and accessing your digital information, saving valuable time and resources.
- Integration Potential: The possibility of integration, such as PaperCut’s scan-to-email functionality feeding directly into Square 9’s document capture, further streamlines processes and bridges the gap between physical and digital documents.
Says ABE sales manager Baxter Culler, “We often find that organizations seeking to optimize their entire document ecosystem see significant benefits from leveraging both PaperCut and Square 9. By addressing both the output and the digital management of information, they create a truly efficient and secure environment.”
When a Single Solution is Just Right
While the combined power of PaperCut and Square 9 is undeniable for many, there are scenarios where choosing a single solution might be the more practical approach:
- Organizations with Minimal Printing Needs: If printing volume is low and cost control isn’t a significant concern, the advanced features of PaperCut might not be a necessary investment.
- Businesses Primarily Dealing with Physical Documents: If your operations heavily rely on physical documents and there’s limited need for robust digital document management, workflow automation, or advanced search capabilities, Square 9 might be an extensive solution.
- Budgetary Considerations: Implementing and maintaining two separate software solutions naturally involves a higher overall cost. Organizations with strict budget constraints might need to prioritize the solution that addresses their most critical immediate needs.
- Overlap in Basic Scanning Functionality: If Square 9’s basic scanning features adequately meet your needs and advanced print management with detailed cost tracking isn’t a priority, you might initially opt for Square 9 alone. However, it’s important to recognize that PaperCut often offers far more granular control and cost management specifically for print environments.
As ABE president Kevin Jackson emphasizes, “Our IT division understands that every organization has unique challenges. Whether it’s optimizing your print infrastructure with solutions like PaperCut or implementing a comprehensive document management system with Square 9, our goal is to provide tailored solutions that drive efficiency and security for our clients.”
Conclusion: Tailoring Your Solution for Optimal Performance
Ultimately, the decision of whether to utilize both PaperCut and Square 9 or to choose a single solution hinges on a thorough assessment of your organization’s specific requirements, budget, and existing infrastructure.
For many, the synergistic relationship between these two powerful platforms offers a best-of-breed approach to managing the entire document lifecycle, from the initial creation and printing to secure digital storage, streamlined workflows, and efficient retrieval. However, if your primary focus lies distinctly in either print management or document management, selecting the software that best addresses that core need might be the most strategic first step.
To truly understand which solution, or combination of solutions, is the right fit for your organization, a detailed evaluation of your current processes and future goals is essential. Culler recommends, “We encourage businesses to reach out to our team for a comprehensive assessment. We can help you determine the optimal strategy to streamline your document and print workflows.”