Print Quotas

Why use print quotas?

Implementing a simple print quota system is the key to reducing the cost associated with printing in a network environment. The concept of “quotas” in the computing environment has been around for a long time. In the initial days of computing where processor power was a big limitation, high-end mainframe and Unix systems implemented a processor-time allocation on a per-user basis (CPU quotas). This allowed all users to access a “fair share” of processing time. For example a user might have had one hour a day of processor time to run their programs and calculations.

As processors became more powerful (we all have a 1980’s super computer sitting on our desk today!), disk storage was the next stretched resource. Operating systems implemented disk quotas to restrict users’ disk usage to “expected” limits. The Unix operating system has supported disk quotas since the 1960’s. Microsoft server operating systems introduced this functionality in Windows 2000 and 2003.

Printing and the infrastructure to support printing (printer hardware, toner, paper, and the poor tech who un-jams the printer) should also be thought of as limited network resources. Implementing print quotas and the associated print management software is an effective way to reduce costs and promote responsible use.

Enabling print quotas with PaperCut NG or MF

PaperCut Software’s applications PaperCut NG and MF, are the ideal solutions for introducing print quotas. PaperCut NG and MF use a monetary-based (or unit-based) approach allowing administrators to charge different amounts for different types of printers and print jobs. For example the system administrator may define a low cost on the high volume black and white printer and a large cost on a color printer. This ensures users ‘think’ before they press the print button! The monetary-based approach ensures users are restricted to sensible use but still leaves the flexibility in the end-users’ hands (i.e. do I really need color for this document?). See Why use currency-based print accounting for more on that.

In summary, implementing print quotas will:

• Restrict users to sensible usage.
• Encourage responsible use.
• Encourage the correct selection of printers (only printing color when color is really required).
• Smooth out printer load by encouraging the use of printers designed for specific tasks.
• Benefit the environment by saving the resources involved in paper, toner / ink and printer construction and usage.

Enforcing print quotas more strictly

In a large school, college, university or education based organization, you might like to consider running a stricter quota based system by requiring users to pay for their printing upfront or in arrears. This is referred to as a user-pays pre-paid or bill-back system, or a print charging system. Again PaperCut MF or NG can help implement such a system with features such as its web-based administration and Pre-Paid/TopUp Cards.

The PaperCut NG software for Windows, Apple Mac, and Linux (CUPS/Samba/LPR) is available for download as a Free 40 day trial. It will work with most printer, MFD and copier makes.

Find out more

Find out more about cost-control and waste-saving techniques over on Discover print cost control with charging and quotas.