Printer Fleet Management Tips
IT experts share how to use telemetry for proactive print monitoring, apply endpoint-level security to printer fleets, and close gaps in printer decommissioning.
Eric Radist
Global Head of Enterprise Print
Managing a modern printer fleet goes far beyond installing hardware and fixing jams. As printers become smarter and more connected, they require the same level of oversight, security, and lifecycle strategy as any other endpoint. This article gathers expert insights to help IT leaders upgrade their approach to printer fleet management, from predictive maintenance and AI-driven insights to security hardening and responsible device retirement.
Modernize printer fleet management with telemetry data and AI
As global commercial printing was valued at nearly $500 billion in 2023 and is anticipated to grow from 2024 to 2030, organizations are realizing that printing is still essential, but how it’s managed must evolve. Print infrastructure often lacks real-time intelligence, leading to device downtime, supply delays, and IT drain. By integrating telemetry data and artificial intelligence, companies can transform print into a streamlined, low-touch operation.
When you’re looking at optimizing IT operations and employee experience at your company, don’t overlook print. Print fleet management is complex and takes up too much time, with firmware updates, monitoring and replenishing supplies, and addressing maintenance across multiple sites. It’s also a big source of frustration for employees when the printer goes down right when they need it. I believe AI is going to have a big impact in this space. Instead of being reactive, enterprises can leverage telemetry data and AI to detect issues, proactively manage their print environments, and address issues before they impact users.
Eric Radist Global Head of Enterprise Print Source: LinkedIn
AI-driven printer fleet management solutions reduce service interruptions by predicting failures, auto-replenishing supplies, and alerting IT to anomalies before they escalate. Modern printer fleet management software can provide centralized visibility across locations, giving IT teams the tools to support employees efficiently while controlling costs and usage patterns.
Include printer fleets in your endpoint security strategy
Despite their network connectivity and data access, printers are still underestimated in many organizations’ security frameworks. According to a 2025 report by HP Wolf Security, 54% percent of IT teams fail to request technical documentation to validate a printer supplier’s security claims, leaving devices vulnerable to exploitation. Unprotected printers can serve as entry points into enterprise networks or expose sensitive information stored in internal memory.
“Printers are no longer just harmless office fixtures, they’re smart, connected devices storing sensitive data. With multi-year refresh cycles, unsecured printers create long-term vulnerabilities. If compromised, attackers can harvest confidential information for extortion or sale. The wrong choice can leave organisations blind to firmware attacks, tampering or intrusions, effectively laying out the welcome mat for attackers to access the wider network.”
Steve Inch
Global Senior Print Security Strategist @ HPSource: Computer Weekly
IT teams must treat printer fleet management as a security discipline. This includes verifying firmware integrity, enabling encryption and access control, and integrating print devices into endpoint detection and response platforms. Printer fleet management software should also support patching and compliance reporting to ensure printers meet the same security standards as other endpoints.
Update your decommissioning strategy for printer fleets
While deployment and maintenance get most of the attention, secure decommissioning is just as critical. When printers reach end of life, 60% of IT organizations recycle them, 19% wipe and donate them, 17% wipe and redistribute them internally, 13% destroy them, and 13% sell them according to HP Wolf Security research. However, without formalized procedures, sensitive information or network credentials may remain accessible, creating risk long after the printer leaves the building.
“Securely decommissioning printers is a crucial final step in the print lifecycle, whether they are being reused, redeployed, resold or recycled. On average, ITSDMs report that their organization has approximately 80 printers that are redundant or are in the process of being decommissioned, presenting an opportunity to improve security and sustainability.”
Source: 2025 Print Lifecycle Report
A comprehensive printer fleet management program includes end-of-life processes that ensure secure data removal, environmentally sound disposal, and documented verification. Using printer fleet management software to track devices from onboarding to retirement allows IT teams to meet compliance standards and reduce both environmental impact and residual security threats.
In conclusion, printer fleet management has evolved into a core IT function that demands automation, security, and lifecycle visibility. AI and telemetry bring predictive power to maintenance and supply management, while treating printers as network endpoints protects enterprise data. Also, closing the loop with proper decommissioning practices enhances security and sustainability. By adopting modern printer fleet management solutions, organizations can reduce risk, improve efficiency, and unlock the full potential of their print infrastructure.
