In the legal world, paperwork remains an unavoidable cornerstone of daily operations. Whether preparing legal briefs, printing court filings, sharing discovery documents, or archiving contracts, law firms are inundated with the responsibility of reliably managing, printing, and distributing confidential and time-sensitive paperwork. While digital solutions are gaining ground, printing is still non-negotiable for many legal workflows and court filing requirements.
As document demands increase, so do the challenges. Printer breakdowns can halt productivity, and partners or associates held up by malfunctioning copiers may miss filing deadlines with serious repercussions. There’s also the pervasive problem of untracked expenses—supply costs can quietly balloon, often unnoticed on busy finance reports. Security threats further complicate matters: uncollected printouts or unsecured devices can easily lead to accidentally exposed client data. To address these headaches, some legal practices turn to managed print providers like Everworx, who specialize in handling all aspects of print management, offering customized solutions that support the unique demands of law offices.
These providers maintain and optimize printing equipment and implement usage tracking and cost control measures tailored for legal environments. They can enhance document security through user authentication, encrypted printing, and secure release protocols. With professional support, law firms can focus more on client service and case strategy rather than dealing with printing headaches.
What Are Managed Print Services?
Managed print services (MPS) offer a comprehensive, outsourced approach to print management. Instead of leaving lawyers and paralegals to wrestle with printer errors, empty toner cartridges, and inefficient device layouts, an MPS provider takes on these issues as a specialist partner. They begin by auditing a firm’s current print infrastructure, then deploy a tailored plan to oversee everything from the procurement and maintenance of printers to supply management, usage monitoring, secure printing, and ongoing analytics.
A law firm utilizing MPS experiences a shift from reactive to proactive maintenance, reducing downtime and labor spent fixing minor printer issues. MPS implementation often means consolidating multiple inefficient desktop printers into a suite of multifunction devices, installing secure print release features, and automating toner orders. For legal teams balancing a heavy caseload, delegating technical print oversight to experts translates into more uninterrupted time for case work and client service.
Key Benefits of Managed Print Services for Legal Offices
- More Predictable Spending: MPS consolidates all print-related costs—maintenance, toner, repairs, and service—into a single predictable monthly invoice, helping firm administrators keep a clear, accurate handle on their print budget. This means legal offices no longer have to worry about surprise supply orders or unforeseen machine repair bills disrupting financial planning.
- Less Disruption and More Productivity: Continuous remote monitoring and preventive care mean fewer surprise printer outages and delays. Law firms, known for their time sensitivity, benefit from having expert technicians available when help is needed, especially during critical trial prep or high-volume filing periods.
- Optimized Device Fleet: MPS providers study usage patterns and recommend optimal device numbers and placement. Firms often reduce their equipment count while increasing reliability—a win for cost, space, and sustainability.
- Features for Legal Workflows: Tools like pull-printing, secure scanning to case folders, and custom print rules support confidentiality and streamline document management across offices and departments.
Many law firms report significant efficiency and cost improvements through MPS. Some firms have realized cost savings up to 30% after adopting managed print strategies, freeing up budget for growth and technology initiatives without compromising quality.
Improving Security and Compliance With Managed Print Services
With confidential data at the core of every legal case, print security is far from just an IT concern—it’s fundamental to client trust and compliance. Print environments that lack user authentication, encrypted communications, or automatic audit trails are exposed to data breaches, misplaced documents, and unauthorized access, any of which could spell disaster for client privacy and legal reputations.
Managed print services mitigate these risks by implementing robust safeguards such as badge or PIN-release printing, hidden watermarks, and secure print queues. These tools are designed with the legal sector in mind, enabling compliance with Printing and HIPAA. Having a well-secured print infrastructure also means firms can confidently respond to requests for proof of data handling and produce transparent audit reports for regulators or clients. As legal work moves more fluidly between office and remote environments, firms need these protections now more than ever.
How Managed Print Services Reduce Costs and Boost Efficiency
Printing remains a “hidden” cost for many firms—paper, ink, repairs, device leases, and lost billable hours add up to a surprisingly large chunk of operational spending. Industry research shows organizations’ c% of total revenue on print, sometimes more in documentation-intensive sectors like law. Unmanaged print environments often mean over-ordering supplies, prolonged downtime, and inefficient device placement, all factors that drive costs up.
Managed print services provide detailed usage reports, enabling administrators to understand departmental demand, reduce unnecessary printing, and control expenses proactively. Automated supply fulfillment ensures toner is always available, eliminating frantic office supply trips and costly overnight shipping. Firms with managed print have achieved up to 53% reductions in print waste thanks to smarter tracking, training, and rules-based printing.
Supporting Sustainability in Legal Practices
Stakeholders and clients are holding law firms to higher standards on environmental practices. Managed print services support a green office, demonstrating sustainability progressions, solidification (reducing energy consumption), digital document routing, and built-in recycling programs for toner and hardware. Forward-thinking firms see sustainability as a competitive differentiator—and a necessary part of corporate social responsibility.
Because MPS providers continuously track print usage and environmental impact, law firms gain access to reporting that demonstrates progress on sustainability. This transparency can be valuable for client RFPs and reputation building. As the legal sector moves toward environmentally-sound business models, managed print is one way to align values with action.
Real-World Examples From the Legal Sector
The proof is in practice: many law firms implementing managed print services recount smoother workflows and happier teams. In one example, a multi-office legal firm slashed emergency supply orders by over 40% and decreased equipment-related service tickets by nearly half within the first year. Staff quickly adapted to secure print release features, which gave them peace of mind as they printed sensitive case files, even when rotating between offices.
Another mid-sized firm used quarterly device audits to right-size its printer fleet, identifying several underutilized machines for removal, which saved money and office space. Staff training on new printing protocols made the transition seamless, resulting in operational savings and higher user satisfaction. The common thread was clear: managed print services let legal professionals refocus on legal work, trusting print experts to handle the rest.
Checklist for Law Firms Considering Managed Print Services
- Review and document all print-related usage and spending to identify inefficiencies and hidden costs.
- Request a print assessment from a reputable, experienced provider to uncover opportunities for consolidation, innovation, and savings.
- Prioritize security by demanding authentication and audit features, and ensuring solutions align with relevant legal and privacy regulations.
- Evaluate provider sustainability practices, including recycling, green energy, and paper-saving technologies.
- Ask about support and response times—timely technical help can prevent costly delays during critical case work.
- To encourage adoption and success, communicate openly with staff about new print protocols, change management, and the benefits of MPS.
Taking the time to select the right managed print partner and prepare for change can turn old print frustrations into newfound operational strengths. With a smart strategy, law firms can unlock cost savings, data security, and improved service, putting them on a stronger footing for future growth and digital transformation.
