Cloud Printing Services: Benefits You Can Bank On

The Decline of Traditional Print Servers

For decades, on-premises print servers were the backbone of enterprise printing. In many organizations, these servers weren’t just for printing — they also handled file storage, consolidating both functions onto a single piece of hardware. This centralized setup simplified print queue management, streamlined driver deployment, and gave IT teams a single point of control.

However, this model carries hidden costs. Organizations must purchase and maintain hardware, renew licenses, manage backups, and constantly patch systems to stay ahead of security threats. As servers age, they become liabilities — especially when they host both file and print services. In today’s cloud-first world, where hybrid work is the norm, traditional print servers are increasingly outdated.

Why Direct IP Printing Falls Short

Direct IP printing emerged as an alternative, removing the need for a central server. But it introduced its own set of challenges, including manual printer mapping, driver sprawl, and a lack of centralized control. These make it ill-suited for modern workforces that demand secure, on-demand printing from any location.

Cloud Printing: A Smarter, Scalable Solution

“Cloud printing services revolutionize print management by replacing physical servers with secure, scalable, and centrally managed platforms”

Cloud printing services revolutionize print management by replacing physical servers with secure, scalable, and centrally managed platforms. These SaaS-based solutions work seamlessly across locations, devices, and networks — without the complexity or cost of legacy infrastructure. And when organizations decommission file servers, migrating print services to the cloud becomes a critical step in retiring on-premises hardware entirely.

1. Cut Costs and Simplify IT Operations 

   Cloud printing eliminates the need for physical print servers, which means no more hardware purchases, licenses, or maintenance. Organizations shift from capital expenditures to predictable subscription-based costs, while IT teams spend significantly less time troubleshooting print-related issues.
   
   

   “95% reduction in helpdesk calls, and a 50% decrease in time spent on print management.”

   For example, (formerly PrinterLogic) customers report up to a 95% reduction in helpdesk calls and a 50% decrease in time spent on print management. Eliminating servers also reduces electricity usage, removes the need for backup hardware, and minimizes on-premises failure points.

2. Scale Easily and Support Remote Work

   Cloud platforms empower users to print securely from anywhere — whether they are in the office, working from home, or at a coffee shop. There is no need to juggle VPNs or navigate complex setups.
   
   Microsoft Universal Print, for instance, integrates tightly with Azure Virtual Desktop and Windows 365. This enables secure, driver-free printing directly from the cloud, allowing users to print without worrying about network connectivity.

3. Strengthen Security and Ensure Compliance

   Cloud print solutions don’t just simplify printing — they enhance security. Leading platforms encrypt print data both in transit and at rest, integrate with identity providers for Zero Trust authentication, and offer secure release printing to prevent sensitive documents from being left unattended.
   
   Vasion Print meets ISO 27001:2022 and SOC 2 Type 2 standards. Microsoft Universal Print uses certificate-based authentication to ensure only authorized devices and users can access printers. ezeep Blue provides end-to-end encryption and complies with stringent data protection regulations.

4. Centralized Management Reduces IT Workload

   Cloud print services offer a single, centralized console for managing all printers —handling deployments, permissions, and updates without requiring IT to touch individual workstations. This eliminates driver sprawl, accelerates onboarding, and simplifies printer changes.
   
   ezeep Blue, for example, automatically discovers and deploys printers to users. It supports a wide range of operating systems and device types, including bring your own device (BYOD) setups, and does so without requiring VPN access.

5. Comparing Top Cloud Print Solutions

   Below is a comparison of three leading cloud printing platforms:
   
   

Solution	Key Features
Vasion Print	SaaS or virtual appliance, minimal WAN traffic, secure off-network printing, AI automation for bulk updates, advanced reporting
Microsoft Universal Print	Native to Microsoft 365, driverless printing, Zero Trust security, seamless Azure integration
ezeep Blue	Cloud rendering for speed, legacy and BYOD support, secure off-network printing, easy cross-platform integration




6. Why Cloud Printing Is the Clear Winner

   Compared to traditional print servers and direct IP printing, cloud-based print management is more cost-effective, scalable, and easier to manage — especially in hybrid or remote work environments. You eliminate expensive hardware, reduce IT burden, secure print jobs end-to-end, and empower users to print from anywhere without sacrificing control.
   
   The result? Streamlined printing operations, lower costs, and an IT team that can focus on strategic initiatives instead of chasing printer issues.

How Citrin Cooperman Supports Your Migration

Retiring aging on-premises servers — especially those that handle both file and print services — can be a complex process. Citrin Cooperman’s Digital Servies Practice helps organizations navigate this transition as part of broader file migration initiatives, ensuring that print services are fully removed so hardware can be safely decommissioned.

From evaluating your current setup and identifying the right cloud-based print solution, to configuring security policies and training your team, we guide each step with clarity and care. Whether you are aiming to streamline IT operations, improve data security, or better support a hybrid workforce, our approach is designed to fit your goals.

If you're considering a move to cloud printing, start with a conversation with our Microsoft team. We are here to help you explore your options and plan a migration that works for your organization.