Print as a Service: Modernising workplace printing Print as a Service: Modernising workplace printing

There when it matters.

In 2025, organisations are reassessing how every part of their infrastructure supports a more secure, connected and efficient workplace. New technologies and IT solutions are helping streamline work, increase security across hybrid setups and drive efficiency through productive processes and smart workflows.

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Amid these shifts, print remains a key part of the wider workplace ecosystem – enabling secure, efficient workflows that support employee productivity. As intelligent, cloud-enabled multi-functional devices, modern printers integrate easily into IT environments and support the day-to-day needs of hybrid teams. And while printing is undeniably a part of the workplace infrastructure, increasingly popular ‘as-a-service’ printing models are helping IT and facilities teams offload the configuration and management requirements that come with owning and operating advanced machines – while delivering more predictability, security and sustainability.

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The rise of As a Service models

INTRODUCTION

AS A SERVICE

SUSTAINABILITY

SECURITY

INTEGRATION

CUSTOMER STORY

CONCLUSION

SUSTAINABILITY

SECURITY

INTEGRATION

CUSTOMER STORY

CONCLUSION

AS A SERVICE

workplace printing

How a user-centric approach drives simplicity and value

Modernising

Why organisations are choosing service models to unlock a range of predictability and scalability benefits, from optimising device usage to meeting resource requirements.

How the service model supports sustainability, from energy-efficient devices to reduced waste and emissions through carbon balancing.

Enhancing workplace sustainability

How to protect sensitive data, from print release options and access controls to encryption.

Securing hybrid work environments

How to enable remote access while empowering productive teams, from the use of pre-configured devices to integrated workflow tools.

Enabling seamless integration

Why consulting business Meisser GEO AG chose RICOH PraaS to eliminate printer administration and simplify workflows.

Customer story: Meisser GEO AG

INTRODUCTION

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Modern organisations are seeking processes that enable flexibility and predictability. As a result, many are choosing as a service models to simplify infrastructure, reduce complexity and unlock efficiencies – and print is no exception. Print as a Service (PraaS) allows customers to benefit from print services without the hassle of managing multiple devices, vendors or contracts. Everything – from hardware and consumables to support and reporting – is bundled under one subscription, helping organisations gain a competitive advantage through simplified management, cost predictability and operational scalability. With a subscription model and a monthly consolidated bill, organisations can more easily assess their true usage of ink, paper and general maintenance – all while optimising device usage, types of consumables used and overall printing volume. As a business grows and team sizes fluctuate, PraaS models adapt alongside developing technology and resourcing requirements.

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1 Document Capture Trends Study, Quocirca, 2024

scanning volumes are expected to increase 6%, driven by digitisation 2

65% say they regularly use the scanning function of their multifunction printer 1

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of as a service

The rise

Access to the latesthigh-performanceprint devices

The right levelof IT support

High uptimeand reliability

Ability to print, digitise,scan and share anytime

Customisation optionsand equipment upgrades

Security and sustainability (highest standards and certifications)

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The evolving role of the printer

INTRODUCTION

AS A SERVICE

SUSTAINABILITY

SECURITY

INTEGRATION

CUSTOMER STORY

CONCLUSION

2 Document Capture Trends Study, Quocirca, 2024

As an organisation invests in new technologies, sustainability becomes an increasingly important topic. While print may not be the first place to look when considering sustainability, well-designed PraaS models can help meet environmental goals by offering devices with energy-saving features, eco-conscious manufacturing, refurbished or recycled devices, real-time usage tracking and optional carbon offsetting programmes.

Modern multifunction printers within PraaS packages often consolidate printing, scanning and copying – reducing energy use and simplifying setup. Analytics tools help teams monitor consumption and reduce unnecessary output.

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workplace sustainability

Enhancing

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What sustainability features and services should you consider for your print setup?

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of SMBs cite improved sustainabilityas top outcome of digitisation 3

of global companies used more sustainable materials in 2024 4

of large UK companies are already paying for credits to offset carbon emissions 5

Businesses are embracing sustainability

Manage efficient resource and reduce waste with real-time information on printing patterns.

Real-time analytics

Encourage the use of refurbished and recycled machines and packaging.

Circular economy

Support climate action projects by calculating and offsetting emissions.

CARBON OFFSET

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BlogFrom offsetting emissions through carbon balancing to circular economy devices, unlock more of our guidance on improving sustainability in your print services

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Prioritise greener solutions with smart devices that come with energy-saving functionality like pre-configuration.

Energy saving

INTRODUCTION

SUSTAINABILITY

SECURITY

INTEGRATION

CUSTOMER STORY

CONCLUSION

AS A SERVICE

4 Deloitte 2024 CxO Sustainability Report.

3 Document Capture Trends Study, Quocirca, 2024

5 News & Insights, Gallagher, 2024.

Hybrid work set ups have become a fixture for many, meaning pressure has also grown to ensure secure sharing and storage of sensitive information as employees connect from different locations. Comprehensive PraaS solutions should offer secure, end-to-end encryption across devices, with print release options for user authentication and access control, protecting confidential information and reducing the likelihood of data breaches.

As workplace technology has become smarter, so has the MFP. Now fully-fledged, internet-enabled devices, MFPs are an endpoint on an organisation’s network – and should be secured to meet the necessary market and organisational requirements. And while every industry has unique, varying standards to uphold, data security is an across-the-board expectation for any organisation.

How should your print provider enhance data security?

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8 Print Security Landscape, Quocirca, 2024 9 Print Security Landscape, Quocirca, 2024

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hybrid work environments

Securing

Safeguard information throughcomprehensive network protections.

Secure cloud printing

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have conducted formal print security measures 7

are confident in print infrastructure’s security 6

Secure cloud printing

Authentication/ access control

Ensure user verification before theycan access sensitive documents.

Authentication/ access control

Zero trust framework

Implement a robust security posture withidentity and access management systems.

Zero trust framework

Data encryption

Protect the data stored on your devicewith built-in encryption models.

Data encryption

Security measures can be improved

INTRODUCTION

SUSTAINABILITY

SECURITY

INTEGRATION

CUSTOMER STORY

CONCLUSION

AS A SERVICE

7 Print Security Landscape, Quocirca, 2024

6 Print Security Landscape, Quocirca, 2024

While real value is unlocked at the intersection of print and process automation, modern printing services today support smarter ways of working – automating tasks, enabling remote access and helping teams stay productive with fewer manual processes.

When delivered through a PraaS model, these capabilities become even more accessible. Cloud-connected, pre-configured devices and integrated workflow tools make it easier to scan, share and store information securely. From Optical Character Recognition (OCR) to automated routing and cloud storage syncs, modern print services turn paper into searchable, actionable data – and because it's all bundled under a single subscription, teams can integrate these tools quickly and consistently across locations.

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seamless integration

Enabling

Alignment withcloud, analytics andAI-driven initiatives

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of employees would reconsider leaving their job if they had better flexible working arrangements 9

of employees say their work setup hinders their productivity 8

Seamless ITsystem integration

Advanced scanningand workflow software/capabilities

For employees, flexibility is key

INTRODUCTION

SUSTAINABILITY

SECURITY

INTEGRATION

CUSTOMER STORY

CONCLUSION

AS A SERVICE

9 Internal Rincoh data

8 Internal Rincoh data

Meisser GEO AG are a partner for customised services, providing innovative, future-oriented and high-quality consulting for anything from complex construction projects to climate-related natural events. With a need for efficiency and smooth processes, the company sought a reliable, low-maintenance printing solution and service to ensure teams could stay focused on core tasks day to day. With RICOH PraaS, Meisser GEO AG have an all-in-one solution for everything from the MFP device and its installation to consumables, service and recycling fees. The subscription model means that problems can be resolved quickly, and work can continue smoothly. By eliminating printer administration, RICOH PraaS helps offer strong platform for simplified workflows and reduced day-to-day admin.

Unlocking convenienceand efficiency

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We decided in favour of Ricoh becausewe were impressed by the quality of the products – and because the personal, expert advice gave us great confidence right from the start

Marc Huber, CEO of Meisser GEO AG

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Meisser GEO AG

and efficiency for Meisser GEO AG

convenience

Greater

INTRODUCTION

SUSTAINABILITY

SECURITY

INTEGRATION

CUSTOMER STORY

CONCLUSION

AS A SERVICE

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As organisations embrace hybrid work and evolving operational demands, workplace infrastructure must be just as agile. PraaS delivers the security, simplicity and cost control needed to keep pace. More than just print devices, PraaS integrates seamlessly with your IT ecosystem – streamlining processes, reducing admin and improving employee experience. By consolidating support, supplies and servicing into one scalable model, it helps unlock smarter workflows and provides greater visibility over usage and spend.Rather than juggling multiple vendors or reactive maintenance, organisations benefit from a tailored, subscription-based service. From hybrid setups to sustainability goals, PraaS makes print easier to manage, simpler to scale and more aligned with business priorities. It’s printing that works with the way you work – intelligent, integrated and ready to grow with you.

efficiency with smarter printing

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INTRODUCTION

SUSTAINABILITY

SECURITY

INTEGRATION

CUSTOMER STORY

CONCLUSION

AS A SERVICE