Most organisations don’t set out to build a print room; it just sort of happens with a photocopier here and a second machine there, and then someone from another department is roped in to collate a big document run at short notice. That’s usually the moment that businesses start asking if this should really be handled in-house, or if it’s time to bring in a reprographics partner. Here are some points to consider if you’re thinking about switching to an outsourced service.
What In-House Printing Does Well
In-house printing absolutely has its place for many organisations, especially for day-to-day work. For example:
• Low, predictable printing volumes. Things such as routine correspondence, internal documents, and small print runs are fine to be carried out in-house.
• Turnaround isn’t urgent. If a document can wait a day or two, an in-house printer is a good choice.
• Formats are simple. Standard office documents don’t usually need file-checking or format handling that reprographics projects usually need.
Although in-house printing has its place, there are often times when a large project, busy period, or document set in multiple formats pushes an in-house setup to the limits.
Where In-House Printing Struggles
Volume Spikes
From large reports and tender documents to company-wide mailings, there can be thousands of pages needed that office equipment and staff just can’t handle without delays or diverted staff time.
Format Complexities
Documents very rarely arrive as neat, print-ready files. There can be emails, PDFs, CAD drawings, and scanned documents all needing to be processed, ordered, and converted into the same format. This is something that standard office equipment and staff aren’t equipped to handle.
Errors
Without proper checks before printing, password-protected files, corrupt documents, or non-printable formats can derail print runs at a time when you really don’t want it to – like the night before a big deadline.
Security
Many organisations handle sensitive information. That means the secure destruction of paper waste and electronic information is important – but something many in-house teams may not be equipped to manage.
However, none of this means in-house printing is bad; it just means some limits may only appear once businesses exceed them.
What Outsourcing a Reprographic Partner Adds
This is where outsourced reprographic services earn their place. Rather than replacing in-house teams, it takes on the hard work that office set-ups aren’t built to handle.
Bigger Capacity
Peaks in workload are absorbed by the partner company without your business needing to invest in new equipment or staff.
Format Handling
Outsourced reprographic companies can handle files of any format. They are filtered, ordered, extracted, and converted properly into the format you need.
Quality Control
Print companies carry out thorough pre-print checks that catch problems before they become deadline crises. De-duplication also helps avoid unnecessary printing.
Professional Finishing
From bespoke covers and binding to lamination, tab creation, and electronic pagination, an outsourced reprographics company turns original documentation and communications into ready-to-use formats.
Should I Move to Outsourced?
A simple way to decide is this:
If your printing is low-volume, low complexity, and rarely time-critical, in-house is probably the right call for your daily needs. However, if your business is regularly struggling to meet demands of large products and tight or last-minute deadlines, outsourcing is a great choice. For example:
• Large or complex runs with tight deadlines
• Projects involving multiple file types and formats
• Mixed file types that need converting before printing
• Confidential materials that need secure handling
A combination of both is also a very viable option. Day-to-day needs can be handled in-house, whereas larger, more complex printing needs can be outsourced to a reprographics partner.
How SOS Systems Can Help
SOS Systems has been supporting businesses with print and document solutions since 1985, working across sectors such as legal, property, education, and other professional services. Being ISO 9001 and ISO 27001 accredited, we ensure confidence in our quality and security.
If you’re not sure whether you need outsourced reprographic services, our free print and document audit is a good place to start. Contact our team today to find out more.
