Why Print Servers Don’t Make Sense Anymore — And What to Do Instead

For years, print servers were just “part of the setup.”
They sat in a closet or data center, quietly doing their job—until they didn’t.

Then came the updates.
The outages.
The security questions.
And the uncomfortable realization that a lot of effort was going into supporting something that wasn’t actually helping the business move forward.

Print hasn’t gone away. But the way we manage it should evolve.

That’s where cloud-based print management—and specifically Kyocera Cloud Print & Scan (KCPS)—starts to make sense.

The Hidden Cost of Traditional Print Management

On-premise print environments come with baggage:

Servers that need patching, monitoring, and eventual replacement
Infrastructure costs that grow quietly over time
Limited visibility into who’s printing what—and why
Security risks when documents sit unclaimed on output trays

Most organizations don’t notice these issues day to day. They show up later, in IT workload, compliance conversations, and rising operational costs.

At Ultrex, we see it often: print is “working,” but it isn’t working well.

What KCPS Changes

Kyocera Cloud Print & Scan moves print management out of the server room and into the cloud—without sacrificing control or security.

Instead of managing print through on-site infrastructure, KCPS operates as a secure SaaS platform built on Amazon Web Services. Print jobs stay within the customer’s network until the user authenticates at the device. Only metadata lives in the cloud.

In plain terms:
You get cloud flexibility without losing control of your documents.

Security That Matches How People Actually Work

One of the biggest misconceptions about cloud print is security.

KCPS addresses this directly with:

Secure job release using ID cards, PINs, or user credentials
Local spooling, keeping documents inside the network
Print & Follow™, allowing users to securely release jobs from any supported Kyocera device

This matters in real environments—healthcare, education, legal, finance—where documents can’t just sit unattended.

Security isn’t bolted on. It’s built into how the system works.

Cost Control Without Micromanagement

Most organizations don’t need fewer printers.
They need better insight and smarter defaults.

KCPS allows IT and operations teams to:

Set print policies by department (color where it’s needed, black-and-white where it’s not)
Assign print quotas to manage usage proactively
Access actionable reports that show real behavior—not guesses

Instead of chasing down waste after the fact, businesses can guide better print habits from the start.

If print management still feels heavier than it should, it may be time to let the servers go.

Designed for Today’s Workflows

Modern print environments aren’t just about printing.

KCPS supports:

Scanning directly to cloud destinations
Integration with OneDrive, Google Drive, and Box
Chromebook support for education and mobile-first users
Native integration with Kyocera HyPAS devices

The result is less friction for users—and fewer exceptions for IT to manage.

A Quieter Sustainability Win

Sustainability goals don’t always require big, flashy initiatives.

Sometimes they come from removing what’s no longer necessary.

By eliminating on-premise print servers and consolidating infrastructure in the cloud, KCPS helps reduce:

Energy consumption
Hardware sprawl
Long-term environmental impact

It’s a practical step that supports broader sustainability efforts without disrupting daily operations.

The Ultrex Perspective

We don’t believe in technology for technology’s sake.

KCPS works because it simplifies something that’s been overly complicated for too long. It reduces overhead, improves security, and gives organizations clearer insight into how print actually supports their business.

The goal isn’t to reinvent print.
It’s to make it quieter, smarter, and easier to manage—so teams can focus on work that actually moves the organization forward.