Cloud Printing: What It Is and Why It's the Future of Business Printing

What is Cloud Printing?

Cloud-based printing allows users to send documents to an authorized printer over the internet - securely from any device. There's no need to beo n the same network or install dedicated print drivers.

🔑In short: It's printing that follows you - ideal for hybrid workforces, remote teams and multi-location organizations.

Modern systems process print jobs from laptops, smartphones or tablets through a secure cloud platform, which intelligently routes them to the correct printer based on policies and user permissions.

How It Works

Here's what happens behind the scenes:

1. A user submits a document via a secure portal or app.
2. The cloud service verifies access rights and device trust.
3. The system then routes the job to the designated printer - either directly or held for secure release.
4. The printer pulls the job down when the user authenticates, or it prints automatically based on settings.

This approach eliminates the need for onsite servers, reduces configuration complexity and centralizes control for IT teams.

Key Benefits for Growing Businesses

Cloud-enabled print workflows offer serious advantages for companies of all sizes.

Enhanced Document Security

• Secure release printing ensures jobs only print when the user is present.
• End-to-end encryption protects data in motion and at rest.
• Audit logs and permissions support compliance with privacy regulations.

Ideal for Hybrid and Remote Teams

• Employees can print from any device, regardless of location.
• Supports distributed workforces without complicated VPN setups.

Reduced IT Burden

• No printer drivers to manage on individual machines.
• Simplified fleet updates, permissions and monitoring from a central dashboard.

Smarter Spending

• Track usage to reduce waste.
• Centralized control helps consolidate equipment and cut unnecessary print volume.

Built for Flexibility

• Easily scale print capacity as you add locations or employees
• No dependency on local infrastructure or servers

Cloud Printing vs. Traditional Printing

FeatureTraditional PrintingCloud PrintingDevice DependencyDevice-specific driversAny device, anywhereLocation RestrictionMust be on the same networkInternet-basedIT InvolvementHigh (local servers/drivers)Low (central management)SecurityBasicAdvanced with encryption/auditCost EfficiencyOften wastefulOptimized through rules/monitoring

Top Cloud Print Platforms to Consider in 2025

Some top-rated platforms in the cloud printing space include:

• PaperCut Hive - A secure, cloud-native solution ideal for growing organizations looking to modernize without adding IT complexity.
• Microsoft Universal Print - Integrated with Microsoft 365 and Azure AD; a great fit for businesses already invested in the Microsoft ecosystem.
• uniFLOW Online by Canon - Offers robust management and document workflows for Canon print environments.
• HP Wolf Enterprise Cloud Print - Tailored for high-security use cases, but typically limited to HP-managed environments.

✅Fraser partners with PaperCut and Canon to deliver tailored solutions that match your infrastructure, compliance needs and growth goals.

Don't DIY: Let Fraser Handle Your Cloud Print Deployment

Shifting to a cloud-based print environment isn't plug-and-play. Every organization has unique workflows, compliance requirements and user behaviors that need to be accounted for. That's why Fraser handles the entire process for you - from start to finish,

Here's what implementation looks like when you partner with us:

1. Comprehensive Print Assessment - We evaluate your current print setup -hardware, software, user behavior and costs - to understand your challenges and goals.
2. Tailored Cloud Print Strategy - Based on your needs, we design a solution that may include cloud-native platforms like PaperCut or uniFLOW.
3. Seamless Implementation - Our certified technicians configure your devices, onboard users, set access controls and establish secure print policies - without disrupting your day-to-day.
4. Staff Training and Support - We provide user training and documentation so your team can print confidently from anywhere.
5. Ongoing Optimization - Fraser continues to monitor, support and optimize your print environment - helping you save money and stay secure as your business evolves.

⚙️Bottom line: You focus on business. We handle the rest.

Security Considerations for Cloud-Connected Printing

Security remains a top concern - especially when sending sensitive information through remote channels.

Key features to look for in any solution:

• End-to-end encryption
• Single sign-on (SSO) integration
• Role-based access control
• Pull printing and secure release options
• Audit logging
• Data residency compliance (HIPAA, SOC 2, etc.)

Fraser's print security experts can help ensure your cloud print environment meets both IT and regulatory standards.

Is Cloud Printing Right for You?

Cloud printing is a great fit if your organization:

• Has remote or hybrid workers
• Needs more flexible and mobile-friendly workflows
• Wants to reduce IT load
• Is looking to optimize spend and improve visibility
• Plans to scale without scaling infrastructure.

Not sure? Fraser can assess your environment and recommend the best approach - cloud-based, hybrid or on-premise.

Get Expert Help from Fraser

Fraser Advanced Information Systems helps businesses across Pennsylvania and New Jersey modernize their print environments with secure, cost-effective cloud printing solutions.

• 50+ years of trusted service
• Local expertise, fast response times
• Strategic partnerships with PaperCut, Canon and more
• Ongoing support, monitoring and optimization.

👉 Schedule a free Managed Print Assessment today and discover how cloud printing can transform your workflows.

FAQs

What is cloud printing in simple terms?

Cloud printing lets you print over the internet from any device, without needing to be on the same network or install local drivers.

Is cloud printing secure?

Yes - when properly implemented with encryption, user authentication and monitoring, cloud printing can be more secure than traditional printing.

Can I print from a phone using cloud printing?

Absolutely. Mobile printing is one of cloud printing's strongest advantages. Users can send jobs from smartphones and release them securely.