Despite advancements in digital technology and a strong push towards paperless environments, printers remain essential in many industries. While digital transformation efforts have accelerated, especially during the COVID-19 pandemic, completely eliminating paper is not yet a reality for all businesses.
Industries such as finance, healthcare, and legal services still depend on printers for compliance with legal requirements and meeting specific customer expectations. Reliance is shaped by a combination of regulatory mandates, client preferences, and ingrained operational habits that digital solutions alone cannot entirely replace.
Why some industries just can’t quit paper
Even with the widespread adoption of digital tools like cloud storage, workflow software, and electronic signatures, some industries continue to rely heavily on printers due to challenges that digital solutions alone cannot fully address, including strict regulatory requirements and specific customer needs.
In sectors like finance, healthcare, and legal services, regulations often mandate the continued use of paper.
Regulatory bodies may require physical documentation for audits, compliance checks, and legal proceedings, necessitating printers in these industries. Additionally, many clients still prefer hard copies for contracts, agreements, and other official documents, viewing them as more secure or easier to manage than digital files.
Printing preference persists despite the availability of secure digital solutions, showing a gap between technological capabilities and user adoption.
Fewer pages, fewer printers, but still not zero
The reliance on printed documents has decreased, but not as rapidly as expected. Since the pandemic began, the number of printed pages has fallen by 20%, showing a change towards digital alternatives.
Printer shipments have also declined, with a 12.8% drop between 2019 and 2023. While this shows reduced physical printing, certain industry needs mean the complete elimination of printers remains unlikely soon.
How remote work is changing our paper habits
The shift towards remote and hybrid work has directly impacted paper usage in organizations. Digital tools like email, digital file-sharing systems, and cloud-based platforms have become key for facilitating remote collaboration, reducing the need for physical documents.
Companies increasingly adopt these technologies to simplify operations, increase accessibility, and improve collaboration among dispersed teams.
The ability to share and edit documents in real-time through cloud services has diminished the need for physical printing, making digital tools the preferred option for many businesses.
How economic crises push companies to go digital
Economic downturns often force companies to reassess their expenses, with printing being an area where cost-cutting measures can be implemented.
During the Great Recession, reducing print volumes was an immediate step companies took to lower operational costs. This trend reemerged during the COVID-19 pandemic as organizations sought to minimize expenses amidst economic uncertainty.
When cutting down on printing, companies save on paper and ink costs and reduce spending on printer maintenance and supplies. Financial incentives, combined with environmental considerations, have encouraged more sustainable, digital-first approaches to document management.
Businesses are moving away from paper-based processes, although this shift varies by industry and culture.
Which industries are clinging to their printers?
Healthcare remains one of the most printer-dependent sectors due to its reliance on physical documents for various activities.
Old habits and standards die hard in healthcare
Healthcare’s continued use of printers stems from deeply ingrained legacy processes and service standards. Medical records, patient forms, and prescriptions have traditionally been managed through physical documentation, a practice that persists despite digital advancements.
Regulatory requirements also play a big role, as healthcare providers must comply with stringent data privacy laws and documentation standards that often necessitate hard copies.
Longstanding practices make it challenging to transition fully to digital workflows, even as electronic health records and other digital solutions become more prevalent.
The real reasons hospitals keep printing
Hospitals generate a considerable amount of printed materials, including patient discharge summaries, medical reports, and insurance documents. Documents are important for maintaining clear communication between healthcare providers and patients and facilitating interactions with insurance companies and other third parties.
The need for tangible records is especially pronounced in scenarios where digital access is limited or where patients may not be familiar with electronic document management. Printed documents also provide comfort and assurance to healthcare professionals and patients, contributing to the ongoing demand for printers.
How hospitals are trying to print less
Despite reliance on printers, some healthcare systems are working to reduce print usage. Providence, based in Renton, Washington, aims to decrease its number of printers 40% between 2022 and 2026 to cut costs and reduce its carbon footprint.
When centralizing printer contracts and using print analytics to monitor usage, Providence seeks to eliminate unnecessary printing. The adoption of secure printing solutions, requiring user authentication to release print jobs, helps minimize waste and control print volumes.
The hard truth about changing printing habits
Efforts to reduce printing in healthcare face challenges. A major barrier is changing ingrained behaviors, as many healthcare professionals are used to having physical documents at hand, which they perceive as more reliable and easier to manage.
A sense of security is hard to replicate with digital tools, even when those tools offer superior functionality and convenience.
Some patients, particularly those from underserved communities, may not have access to or be comfortable with digital platforms, complicating efforts to move away from paper.
Why the finance industry isn’t paper-free yet
In financial services, printers persist due to specific situations requiring physical documentation. Older clients may prefer paper statements, contracts, and other important documents.
Certain transactions necessitate “wet signatures,” or handwritten signatures on physical documents, to comply with regulatory requirements or third-party conditions. This is often the case with annuities, insurance policies, and custodial agreements, where digital signatures are not yet universally accepted.
While many financial firms have embraced digital workflows for routine operations, these specific needs keep printers in use for occasional but critical tasks.
Why law firms are stuck with printers
Courts demand paper
The legal sector maintains a reliance on printers due to requirements for paper filings. Courts and government agencies often mandate that certain documents be submitted in physical form, creating a need for hard copies that digital solutions cannot fulfill.
Requirements make sure that legal departments must keep printers operational, even as they adopt more digital tools and processes. The necessity of adhering to court-mandated procedures shows the importance of printed documents in the legal industry, where precision, compliance, and formality are paramount.
How law firms are slowly digitizing
Many law firms are gradually moving towards digitization by scanning printed documents and integrating them into electronic document management systems, which simplify access, sharing, and storage.
Digitization helps reduce the physical footprint of legal documents and enhances efficiency. Some lawyers still prefer to work with paper, finding it easier to annotate and review physical documents during case preparation and client meetings.
The blend of digital and physical practices reflects a cautious transition within the legal industry as firms balance tradition with innovation.
How printer companies are adapting to a digital world
As businesses adopt digital workflows, printer companies change their models to stay relevant. They are developing solutions that integrate with digital environments, offering multifunction devices that combine printing, scanning, and digital document management.
This approach caters to customers who need to bridge the gap between physical and digital worlds, making sure that printers remain a valuable component of modern office infrastructure.
What major printer companies are doing to stay relevant
HP is helping customers redesign their workspaces by offering solutions that support both physical and digital document management. The company creates a balanced environment where paper-based and digital processes coexist, allowing businesses to transition at their own pace.
When focusing on hybrid work environments, HP aims to cater to the evolving needs of its clients, providing them with tools that enhance productivity and flexibility.
Xerox focuses on solutions that help organizations to integrate paper-based documents into digital workflows smoothly. When offering advanced scanning and document processing technologies, Xerox helps businesses digitize their paper records and incorporate them into electronic systems, reducing the need for physical storage and improving access to information.
What’s next for the printing industry?
Despite the growth towards digital solutions, the printing industry is not disappearing overnight. Instead, it is experiencing a slow decline, with many businesses still finding value in maintaining print capabilities.
A gradual reduction reflects a transition period where digital tools are gaining ground but are not yet fully replacing printed documents.
The industry’s resilience suggests that while digital transformation is advancing, it is not happening uniformly across all sectors.
Why some business processes still need printing
Certain business processes remain reliant on printed documents due to specific needs that digital solutions do not fully address. Compliance with regulatory requirements, client preferences, and operational habits make sure that printers will continue to be a fixture in many workplaces.
As businesses navigate the complexities of digital transformation, the coexistence of physical and digital documents will likely persist, reflecting the diverse needs of modern organizations.
