How to Audit Your Print Environment in 1 Day

Auditing your print environment in a single day is not only possible, it’s one of the quickest ways to identify cost savings, security gaps, and workflow improvements that can immediately impact your business operations and bottom line. Whether you manage a small team or oversee printing across multiple departments, this practical, one-day audit will help you create a clear action plan.

Why Print Audits Matter

A print environment audit helps you understand how and where printing resources are used, highlights inefficiencies, identifies areas with excessive waste, and uncovers opportunities for introducing security controls or sustainable practices. By streamlining your print environment, you can reduce costs, enhance productivity, and better manage sensitive information: all critical for regulated industries and competitive businesses alike.​

Step 1: Set the Stage – Preparation (30 Minutes)

Gather Key Data:

• Collect recent print-related invoices, bills from vendors, and lease agreements.

• Grab a network map if you have one, or prepare to walk through your main office spaces.

• Identify who in your organization is responsible for printer procurement, supply ordering, and support.

Form an Audit Team:

• For smaller offices, a manager or IT lead can audit solo.

• For multi-office, designate a rep per location or department.

Communicate the Audit:

• Alert staff to heightened activity, reassuring them that workflow won’t be disrupted.

• Ask for their cooperation in observing print behavior.

Step 2: Inventory Hardware & Supplies (1 Hour)

Physical Walk-Through:

• Create a checklist to identify every printer, MFP (multi-function printer), copier, and scanner.

• Record the brand, model, age, and location of each device.

• Note any personal desktop printers, as they can inflate costs and security risks.

Supply Review:

• List current consumables (toner, ink, paper types, specialty media) and where they are stored.

• Identify duplicate or obsolete supplies.

Map Device Usage:

• Use print management software, if present, to export use metrics by device; otherwise, check counter pages on each machine.

• Estimate average monthly volume for each device.

Step 3: Analyze Print Behavior (2 Hours)

Who Prints What and Where:

• Identify the top print users or departments by usage.

• Determine if devices are shared across teams (promotes efficiency) or if some are dedicated (can cause bottlenecks).

Review Print Jobs:

• Check for frequent large prints, color prints, and single-sided vs. double-sided jobs.

• Look for recurring jobs that might be consolidated or eliminated.

Assess Job Routing:

• Do sensitive documents print to secure locations, or are they left unattended?

• Are large jobs sent to high-speed copiers or clogging up smaller printers?

Step 4: Check Security & Compliance (1 Hour)

Device Security:

• Ensure devices are password-protected or require user authentication.

• Verify if old print jobs are purged from device memory.

Network Security:

• Confirm printers are on secure VLANs and firmware is up-to-date.

• Identify unmonitored devices that could serve as entry points for cyber threats.​

Confidentiality Controls:

• Test for secure release printing on sensitive devices (ideal for HR, Finance, Legal).

• Assess compliance practices for sensitive information according to your industry need.

Step 5: Evaluate Costs & Contracts (30 Minutes)

Direct Costs:

• Tally monthly spend on leases, maintenance contracts, and supplies.

• Compare against industry benchmarks for organizations of your size.

Hidden Costs:

• Account for employee time spent troubleshooting, waiting for print jobs, or procuring emergency supplies.

• Note costs associated with storage space for redundant or obsolete equipment and supplies.

Supplier Review:

• List current vendors for hardware, supplies, and service.

• Check contract expiration dates and notice periods for renegotiation or switching providers.

Step 6: Assess Sustainability (30 Minutes)

Resource Consumption:

• Evaluate paper and toner usage trends.

• Check devices for eco-features (duplex printing, toner saver mode).

Waste and Recycling Practices:

• Identify recycling stations for paper and toner/ink cartridges.

• Note if sustainable procurement policies exist for print supplies and paper stock.

Step 7: Identify Quick Wins & Build an Action List (1 Hour)

Actionable Insights:

• Identify the biggest sources of unnecessary printing (e.g., repeat single-sided jobs, personal printers). Recommend consolidating to efficient shared devices.​

• Pinpoint supply closets with overstocks; create inventory controls.

• Flag devices prone to breakdowns for possible replacement or reallocation.

Prepare a Report:

• Summarize key findings and recommend actions: device consolidation, new security protocols, or renegotiating contracts.

• Share the report with leadership and all department heads to gain buy-in for changes.

Sample Print Audit Checklist

Conclusion – Make It A Routine

After a day’s effort, you’ll have a clear understanding of your print fleet, usage, risks, and hidden costs. This knowledge empowers informed decisions—whether that’s upgrading equipment, renegotiating contracts, implementing secure print practices, or driving company-wide sustainability efforts. Schedule these audits at least annually, or after significant business changes, to keep your organization’s print environment lean, cost-efficient, and secure.​

If you need help gathering audit templates, digital tools such as SafetyCulture and Lumiform offer customizable checklists to streamline the process and ensure ongoing compliance with best practices.​