Why is the Public Sector Still Stockpiling Print?

Despite ongoing cost control measures, public sector organisations will always need printed collateral. With posters, information packs and policy documents in constant circulation, storage can become a challenge. Stacks of discharge forms can pile up, becoming obsolete and taking up scarce space, while surplus pamphlet bundles can easily spill into corridors. Fortunately, there are smarter print management methods at hand. Here, we explore how our Print, Store, Deliver (PSD) strategy can eliminate the need to coordinate storage and oversee excess inventory. 

Risk aversion runs high in the public sector. An outdated patient leaflet on disease symptoms, for example, could delay someone seeking treatment, while inaccuracies in official notices – such as service fees or submission dates – can trigger complaints, reputational damage and even legal consequences. 

These bodies operate in the spotlight, and each misstep is open to scrutiny. That’s why it’s vital that accurate, authorised printed materials are always available for patients, residents or service users. Getting a document signed off and purchasing thousands in one go might seem like the obvious route. But in settings where space is so limited, storing bulk quantities on site is rarely practical.

No Room to Spare 

Few institutions face spatial challenges as acutely as the NHS. According to the Delivering Productivity Through The NHS Estate report, under-utilised occupied floor area has fallen to 1.9%, down from 4.4% in 2014/15. This indicates that almost all capacity is currently spoken for, making it increasingly difficult to justify the storage of printed materials. Add in an ageing population – and with it rising admission rates and an expanded requirement for care documentation – and the result is a field where every square metre counts. 

In schools, it’s no better. Cupboards, offices and even storage rooms once used to hold things like printed stationery and seasonal supplies are commonly now repurposed to accommodate items needed to meet modern regulations and compliance requirements.

CSP's Print, Store, Deliver Approach Benefits for the Public Sector

Our Print, Store, Deliver (PSD) offering is already in use by many NHS Trusts and local authorities – accessed via approved frameworks or under established contracts. It’s designed with the realities of public procurement in mind, recognising the constraints surrounding print needs in terms of housing, compliance and speed of distribution. 

PSD enables bodies to print products in high volumes, securely store them off site and request shipments on demand. And while storage relief is a massive advantage, it’s just the beginning. The real value lies in three key areas: cost-effectiveness, operational gains and smoother operations for personnel and service users alike. 

1. Smarter Ways to Cut Print Costs

For public sector procurement, budgets are frequently tight with all departments competing for a share. While hard-copy customer communications are essential, if not carefully managed, they can quickly eat into funds allocated for ancillary resources like printed stationery or signage. 

That’s where PSD offers a more strategic solution. By removing the potential of overordering – while cutting back on waste and streamlining how assets are produced and dispatched – you gain greater control across every stage of the process, including: 

• Shipping Expenses: Numerous items can be grouped into one shipment, helping to lower the number of separate deliveries you pay for. Better, geographically planned routes also save on fuel, labour and logistics, resulting in tangible cost savings.
   

• Print Management Services: PSD can streamline your print infrastructure, manage consumables more effectively and cut down on paper and energy consumption. 

2. Enhanced Efficiency & Productivity

In the public sector, valuable hours are often spent placing manual orders, coordinating with multiple suppliers and managing the logistics of getting materials to where they need to be. 

And it’s taking its toll. In academic settings alone, job expectations are a growing concern, with a mere 1% of teachers in a National Education Union survey saying their workload was manageable all the time. When admin adds to daily stress, morale drops and performance suffers. 

With the correct print output management system in place, much of this admin can be removed entirely. PSD simplifies the process, saving hours, minimising workloads and freeing departments up to concentrate on big-picture duties. Here’s how: 

• Automated Workflows: Our PSD tool includes an online ordering system that automates key tasks, decreases admin and accelerates execution.
   

• Pre-Print Accuracy: Web-based proofing tools help ensure everything looks right before it goes to print – from colour consistency to layout and content precision – reducing the likelihood of costly mistakes or reprints.
   

• Upgraded Procedures: Once an order is placed, the fulfilment procedure operates automatically – from printing through to delivery – ensuring supplies arrive when they are needed. 

3. Improved Experience for Staff & Service Users

When print management is intuitive, consistent and simple to navigate, staff can focus on the work that matters – not chasing print jobs, correcting errors or making room for reams of printed reports. When workers feel supported, the quality of service delivered naturally improves, too. 

PSD helps remove friction from the day-to-day, easing pressure on employees and improving outcomes across the board. This is made possible through: 

• Convenience: PSD’s online platform makes it easy for teams to place orders from any location at any time.
  
   
• On-Demand Dispatch: With PSD, materials are held in stock and ready to go, enabling quicker send-outs and supporting strict deadlines.
  
   
• Reduced Waste: Print on demand means you only print what you actually require. This reduces unnecessary stock, avoids environmental overruns and supports sustainability goals. 

The Myths of MFD Contracts

When budgets are stretched, it’s common to turn to office multifunctional devices (MFDs) as a quick fix to seemingly cut costs. While on the surface, printing documents internally may seem like the cost-effective route, it often conceals spiralling expenses.

With flat-rate charges per sheet and limited visibility of print volumes, what may look like a saving simply reappears in inflated monthly MFD costs. Meanwhile, important materials are typically produced on the wrong paper and to poor quality, causing legibility issues, increasing the risk of mistakes and damaging integrity. 

By planning ahead and storing professionally printed collateral with CSP, public sector organisations can cut down on MFD usage, retain control over quality and reclaim precious office space. 

Different Sector, Same Strains

While it’s built around the demands of the public sector, PSD’s advantages extend well beyond. Private healthcare providers, independent schools and other organisations facing similar pressures can also reduce admin, improve efficiencies and tighten the reins on print processes. 

To learn more about our secure print services, contact a member of the CSP team today.