Law firms print 15,000–40,000 pages per month on average. Managed print services reduces law firm printing costs by 25–35%, eliminates toner emergencies during trial preparation, and adds secure print release to protect confidential client documents from sitting unattended on printers.
Law firms print a great deal. Client files, court documents, deposition transcriptions, contracts, billing statements — things can add up quickly. In fact, law firms do not have the luxury of having the wrong printer at 8 AM when the filing is at 9 AM, as most businesses do.
Confidentiality is also a risk that most legal offices don’t consider when printing in the office. Any documents that are left on a printer in a shared environment that could be picked up by anyone walking by, are an actual breach risk to sensitive client information.
This guide demonstrates how managed print services can overcome both of these challenges — cost control and confidentiality — for all US law firms, regardless of size.
Why Law Firms Have Unique Printing Challenges?
| Challenge | Impact on the Practice |
|---|---|
| High and unpredictable print volume | Case loads create volume spikes — trial prep can triple print volume overnight |
| Zero tolerance for printer downtime | A printer failure on a court deadline is a crisis, not an inconvenience |
| Confidentiality requirements | Client documents must not be left on printers or accessible to unauthorized personnel |
| Multiple billing clients | Printing costs need to be allocated to client matters for billing purposes |
| Multiple practice areas | Different attorneys have different printing needs — forms, exhibits, correspondence |
| Regulatory environment | Legal ethics rules in most states include data protection obligations for client files |
Confidentiality Risk: Unsecured Printers in Legal Offices
In most law firms, printers are a confidentiality problem which are dealt with on a more or less informal basis — or not at all. The most prevalent vulnerability is the unattended print job: An attorney sends a document to the printer, then rushes into a call, and the print job remains in the output tray for 20 minutes while other staff, clients in the waiting area, or other building maintenance staff walk past.
Secure print release resolves this issue. Secure print release keeps a document in the printer until it is signed for by the authorized user (PIN, badge or code). The document will only be printed when the correct person is present at the printer. Never a document is left unattended.
With no extra cost, the secure print release configuration is included in MPS contracts for law firms by Ovron Inc.
What Managed Print Services Includes for Law Firms?
- All toner and supplies—delivered automatically before they are needed, including high-yield cartridges designed for legal volumes of print
- Enable secure print release configuration – only print when authorized user authenticates at the device
- Effective print tracking—print costs are billed on a per-matter basis per each client matter code
- Priority helpdesk — guarantee a response time of 4 hours for customers who are law firms.
- After-hours support — available for print emergencies that need to be addressed quickly
- All repairs covered — no surprise repair bills in preparation for trial.
- Corrective maintenance — responding to a failure in service
Monthly cost report breakdown per-device, per-user and per-matter
Real Savings: What a Dallas Law Firm Saved
A Dallas-based law firm that has 22 staff members and 4 printers at its office has a 22-managed print services agreement with Ovron Inc. Before the event of Ovron, their situation was:
- Monthly spend on toners: $380 – $480 (reactive purchases, at high prices often from retail outlets)
- Repair costs: $140/month averaged over 12 months
- IT and admin time on printer issues: 3 hours/month at $35/hour = $105/month
- Total monthly print cost: approximately $625–$725
After switching to Ovron Inc managed print services:
- Monthly MPS cost: $310 (all-inclusive per page contract)
- Secure print release in place — confidentiality issues addressed
- The printer was not used to cause any disruptions in the 6 months after implementation.
- Monthly savings: $315–$415 — annual savings of approximately $3,800–$5,000
For more details, see the whole case study at ovroninc.com/case-studies/.
How to Switch to MPS Without Disrupting Active Cases?
Disruption is the number one worry that law firms have when making the transition to MPS. For a law firm, an implementation of Ovron Inc is as follows:
- Assessment free of charge outside of business hours — our printers and print environment is assessed before or after business hours.
- Monday morning to get it started — monitoring software installed, supplies established
- Your team comes into a print environment fully managed no change in workflow Monday morning
- Staff training – 15 minutes to inform staff on the process for secure print release
5. First monthly report (first of next month)
Ovron Inc.
works with law firms across the Dallas–Fort Worth area and provides remote managed print services for legal offices nationwide.
We calculate your current printing cost and show you exactly what you’d save with MPS — before you commit to anything.
Get A Quote: https://ovroninc.online/get-a-quote/
Frequently Asked Questions
No. Ovron Inc brings your existing HP, Canon, Brother, Epson, Xerox, or other brand printers under MPS management without requiring hardware replacement. We assess the condition of your devices and include serviceable ones in the contract.
Yes. Per-matter print tracking is available for law firms. Users select a client matter code before printing, and your monthly report shows print costs broken down by matter. This makes it straightforward to include print costs in client billing.
We support HP, Canon, Brother, Epson, Xerox, Lexmark, Ricoh, Konica Minolta, Kyocera, and Sharp — the brands most commonly found in US legal offices.
Law firm clients receive priority response. For the DFW area, we commit to a 4-hour on-site response for hardware failures. For issues resolvable remotely, response begins within 1 hour.
Conclusion
Managed Print Services ensures that your law firm benefits from reduced printing expenses, increased security of documents, and no worries about sudden printer malfunction during important deadlines. By utilizing secure print release technology, regular maintenance, expense tracking, and priority assistance, law firms will be able to concentrate on meeting their clients’ needs rather than dealing with printers. Regardless of whether you run a small legal business or a law firm with several offices, you can rely on the services of Ovron Inc.
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