In today’s fast-moving digital world, printing might not be the first thing on your mind—but it’s often the one thing dragging your IT team down. While your business moves toward the cloud for everything from file storage to collaboration tools, your print infrastructure may still be stuck in the past.

That’s changing fast. Businesses of all sizes are leaving behind on-premises print servers and outdated solutions—not just to save money, but to survive in a modern, hybrid work environment. The shift is happening for a reason—and it's not just hype.

Here’s why.

Why Businesses Are Walking Away from On-Prem Printing and Embracing Cloud Printing

1. High Costs with Low ROI

Maintaining a traditional print environment is more expensive than most people realize. Between hardware, licensing, server upkeep, IT resources, and frequent downtime, your print server is silently draining your budget. With inflation and operational costs rising, businesses can’t afford this kind of invisible overhead anymore.

2. Legacy Systems Can’t Keep Up

Most on-prem print servers were never designed for today’s flexible, remote, or hybrid workforces. They rely on clunky VPN connections, manual driver installations, and location-based access. When employees need to print from outside the office—or even from a different floor—it becomes a logistical nightmare.

3. Print Security Is Falling Behind

Vulnerabilities like the infamous “PrintNightmare” showed just how risky on-prem print infrastructure can be. Without constant patching and updates (which often get delayed), your print environment becomes a soft target for hackers. In regulated industries, that’s not just inconvenient—it’s dangerous.

4. Support Is Disappearing

Let’s be honest: on-prem printing is on life support. Many vendors have already announced end-of-life timelines for their server-based solutions. If you’re still running an on-prem print server, you’re investing in a technology that will soon be obsolete—and unsupported.

What’s Driving the Shift to Cloud Print?

The move to cloud print isn’t just about eliminating servers—it’s about improving how print works across the business. A key driver is how simple and disruption-free the transition can be.

Leading cloud print platforms integrate smoothly with existing infrastructure. You don’t need to rip and replace your printer fleet or overhaul workflows. Businesses can migrate gradually—starting with one department, location, or user group—and scale as needed.

Serverless Simplicity

No servers, no patches, no local configuration. Everything is managed centrally via the cloud, reducing maintenance overhead and infrastructure costs.

Secure Printing from Anywhere

With remote work becoming standard, cloud print allows users to send jobs securely to any authorized printer—without relying on VPNs or being on the corporate network.

Scalable, Centralized Management

Manage users, printers, policies, and driver updates from one dashboard. IT can make updates across multiple sites in minutes instead of hours.

Reduced Support Burden

Fewer print-related support tickets, thanks to simplified workflows and automated driver handling. IT teams can finally shift from firefighting to focusing on strategic tasks.

Sustainability and Cost Control

Cloud print allows organizations to track usage, set print rules, and reduce waste. Features like default duplex printing or color restrictions help save paper and toner—lowering environmental impact and expenses.

But Not All “Cloud” Solutions Are Equal

Here’s the twist: some vendors claim to offer cloud printing but are really just putting lipstick on an outdated model.

Fake Cloud = Hidden Servers

Some platforms still require “lightweight” local print servers or agents. If you’re still managing hardware on-prem, that’s not real cloud printing.

Complex, Costly Migrations

Not all cloud print solutions are plug-and-play. Some require complex setup, third-party scripting, or rip-and-replace infrastructure changes that slow down adoption and increase costs.

Limited Driver Support

Certain vendors limit you to basic drivers that don’t support full finishing options (duplex, stapling, tray selection). That might work for basic needs—but not for enterprise-grade operations.

Vendor Lock-In

Beware of cloud printing platforms that force you to use only their printers or software. True flexibility means you should be able to print from any device to any printer, without proprietary restrictions.

Best Practices for a Smooth Cloud Print Transition

Before making the switch, it’s important to evaluate your current environment. Here’s how to get started:

Assess Your Print Landscape

Inventory your existing printers, print servers, and print volumes. Identify inefficiencies, security gaps, or high-maintenance areas.

Align with Your IT Goals

Choose a cloud model (public, private, or hybrid) that aligns with your organization's data handling requirements and compliance needs. Look for solutions offering encryption, user authentication, and print job tracking.

Plan for a Phased Rollout

Start small—perhaps a single site or team. Monitor performance, adjust configurations, and expand rollout as confidence grows.

Prioritize User Experience

Choose a cloud platform that integrates seamlessly with your existing devices and operating systems (Windows, macOS, ChromeOS, Linux). Focus on minimizing training time and disruptions.

The Bottom Line: On-Prem Is the Past—Cloud Is the Future

If you’re still running print servers in 2025, you're not just maintaining old infrastructure—you’re falling behind.

·       On-prem print is expensive, outdated, and difficult to manage.

·       Cloud print is scalable, secure, and ready for the modern workplace.

·       Migration doesn’t have to be hard—it can be seamless, staged, and cost-neutral.

Forward-thinking businesses are already making the shift. The question is: will you lead or lag behind?

Make the Move Without the Pain

Migrating to cloud print doesn’t have to be complicated—or costly. With a solution like PF 360 Print, organizations can transition from on-premise printing to a secure, fully cloud-managed environment without disrupting operations.

Full migration at no additional cost – PF 360 Print offers a seamless onboarding process with guided setup, helping you move your print infrastructure to the cloud without any surprise fees. Learn more about how easy it is to get started.

Keep your current support pricing – You don’t have to pay more to modernize. Existing customers can retain their current support pricing with a simple prepaid agreement—ensuring cost predictability as you scale.

Access new features and updates instantly – With a cloud-native solution, your organization always benefits from the latest enhancements, feature rollouts, and security updates—automatically and without downtime. See what’s new in our product release updates.

Say goodbye to print servers—forever – PF 360 Print eliminates the need for on-premise print servers entirely, reducing IT burden and infrastructure costs while increasing security and flexibility across all your locations. Explore the full benefits of serverless printing.

You’ve already moved your apps, communications, and storage to the cloud. Why are you still printing like it’s 2005?

Start your journey to modern, secure, and serverless printing today.