Skip to the main content

CALL FOR MORE INFORMATION
0344 863 8000
info@arenagroup.net
Sign up for our Newsletter
Email Newsletter icon, E-mail Newsletter icon, Email List icon, E-mail List icon

MPs call for a ban on long email disclaimers

MPs call for a ban on long email disclaimers

A recent article in the Independent included a quote from Sir Alan Duncan, (MP for Rutland and Melton, and a Minister of State in the Department for International Development). He asserts that long disclaimers at the bottom of emails waste “forests’ worth of paper” and declares his belief that such disclaimers should be replaced by a simple and short link.

The article makes a very valid point; “Printing out emails often means accidentally printing all of the disclaimer at the bottom, which can add up to a number of pages… Short emails become 2 page documents, longer emails – and chains – start to run over multiple sheets. All of which adds to the size of the paper files. So signatures add not only cost in print, but also in long term filing and archiving costs.”

Arena’s Neil Maude agrees, stating; “We run a scanning bureau to digitise paper files; we have frequently found that up to 25% of the file content consists of email signatures.”

An alternative solution (without even touching your disclaimer)

You may not realise it, but the tools to address this problem already exist and are working within many businesses. Arena’s Ian Fox outlines some features of commonly used software that can prevent the accidental printing of email disclaimers and help to reduce the number of pages printed.

Educate users with alerts

Much of this wasteful output is produced accidentally. A user goes to print an email, without realising that the email contains many replies and forwards from previous communications. Before they know it several pages are streaming out of their printer, most of which are destined for the recycle bin!

With effective use of print control software, it is possible to generate a pop-up alert to a user, informing them of the number of pages that will be printed and, if required, even the cost to the business of printing the document. These alerts can be configured to your requirements and will of course work with other applications. Once this technology is in place we usually see a substantial reduction in accidental page printing.

Set appropriate defaults

Further to alerts, rules-based printing can be used to select more economical defaults. Printing can be set to black and white or greyscale as standard (colour prints are typically ten times more expensive than mono.) You might also default to duplex printing - a sheet of paper costs around half a penny - you’ve paid for two sides so why not use them? Printing on both sides of the page can also help reduce your storage and shredding costs.

Helpful monitoring, duplicate detection and print quotas

Do you ever mistakenly print the same document twice? Software can enable duplicate detection and deletion, and print quotas can be set. These defaults are commonly used in settings such as education, where they can be applied to specific user groups. For example, students may be restricted from printing in colour or even have a quota set on how much they can print, whilst staff rules can be much more in line with departmental requirements and budgets.

Secure or ‘Find-Me’ printing

Further savings and process improvements can be made through the use of secure, or ‘Find-Me’ printing. This technology allows you to print to a virtual print queue. Nothing actually is printed until a user decides to collect their pages. They simply walk up to a device of their choice (this could be on another floor or even in a different building) and logon to the machine using either a PIN, password, proximity card or even finger print. Once logged in, the user can see their print jobs and the associated costs, before they decide to print or delete them. Jobs that haven’t been collected after a certain time period can be deleted automatically if required.

This greatly improves document security as it prevents sensitive documents from being left uncollected on printer output trays. Your paper recycling bins will have never been so empty!

Monitor & Report

Print control software can put you back in control of your companies’ expenditure on printing. If you can’t analyse it, then you can’t manage it. But with an effective print control solution you can use powerful management reporting to challenge user print behaviours. We often find that when users know that their print activity is being monitored, staff behaviour changes. Unnecessary colour printing reduces, more double-sided printing is utilised and the outcome is that costs tumble - it’s better for the environment too.

To find out more about how to tackle the burden of wasteful print practices in your business, give us a call on 0844 863 8000.

 

About Ian Fox

Professional Services Manager
Tel: 0800 863 8000 | Email: ianF@arenagroup.net

Ian Fox joined the Arena Group as a Systems Engineer in 1995. During his time at Arena he has gained a wealth of experience in helping organisations with their document related workflows. He now heads up the Professional Services department, which was formed in January 2011 with the aim of ensuring that existing and future Arena clients receive the best possible advice, solutions and support to enable them to manage and control their documents effectively.

More information

Contact us to find out more about monitoring and controlling print, printing from mobile devices, digitising your paper-driven processes or implementing an electronic document management system.

Visit us to see a demonstration of our super-clean carbon zero printers and MFDs, mobile printing and print control in action.

Related articles

 

Expert News


View all news

© 2020 Arena Group Ltd | Cookies & Privacy | Terms of use | Web design by eskimosoup | Accessibility

The Arena Group comprises: Arena Group Holdings Limited, a company registered in England and Wales (with registered company number 03735943 and VAT number 734562528) and its subsidiary company: Arena Group Limited a company registered in England and Wales (with registered company number 02168309 and VAT number 458238033). The Registered office of all Arena Group companies is Armitage House, Thorpe Lower Lane, Robin Hood, Wakefield, WF3 3BQ. Authorised and regulated by the Financial Conduct Authority for credit-related regulated activities.

Welcome to Arena online!

Acorn customers can access Arena Group’s award winning customer support directly through the Arena website. You can also browse our products and services, and catch up on our activities including events, news and blogs.

You will continue to be supported by the same dedicated team using the same telephone numbers you use now. You can also book service support online, all available from our website www.arenagroup.net/support

Thank you, please close this message

Welcome to Arena online!

Fovia customers can access Arena Group’s award winning customer support directly through the Arena website. You can also browse our products and services, and catch up on our activities including events, news and blogs.

You will continue to be supported by the same dedicated team using the same telephone numbers you use now. You can also book service support online, all available from our website www.arenagroup.net/support

Thank you, please close this message