January 30, 2025

From wasteful to efficient: How upgrading old print hardware reduces costs, cuts carbon emissions, and eliminates network security risks.

old versus new print hardware image

Sustainability, day-to-day operational costs and network security are all critical areas of importance for organisations in todays world, but companies can sometimes overlook one critical piece of workplace technology: their printing hardware.

While office printers, photocopiers / copiers, and multifunction devices (MFDs) may not always get top billing on an IT budget, outdated printing equipment can quietly rack up operational costs, significantly contribute to your carbon footprint, and can often post serious network security risks.

In our latest blog, we explore why upgrading your old print hardware is not just a cosmetic refresh — it’s a strategic move that can yield tangible returns on investment in terms of efficiency, sustainability, and security.

1. The hidden costs & risks of outdated printers


a. Excessive energy consumption

Many older printer models are power-hungry compared to modern energy-efficient designs. Even in standby or “sleep” modes, outdated devices can draw more power than newer units operating at full capacity.

Over time, this leads to higher electricity bills and an unnecessary burden on the environment. We explored this topic in greater detail in a recent blog post, which can be viewed here.

b. Increased costs for maintenance and repairs

As with any aging technology, printers become more prone to breakdowns over time. The cost of sourcing replacement parts can be surprisingly steep. Frequent downtime of older MFDs not only inflates maintenance costs but also hampers overall workplace productivity.

These increased issues over time often lead to increased running costs to operate the legacy printers & photocopiers.

c. Inefficient use of consumables

Older printers and copiers often lack advanced toner saving features such as toner locking mechanisms, leading to excessive use of consumables such as toner cartridges and paper.

By contrast, new photocopiers and printers use optimised print mechanisms and have eco-friendly modes that significantly reduce the amount of toner used—lowering both running costs and waste. Simple pin release functionality ensures waste is significantly reduced.

d. Outdated printers: A security blind spot

While devices and servers often get the lion’s share of security attention, legacy printers & photocopiers can be a hidden gateway for cyberattacks. Older devices may lack the necessary firmware updates or built-in security features to thwart modern threats.

Hackers can exploit these vulnerabilities to gain unauthorised access to your network or intercept sensitive data in transit. In 2022, Cybersecurity experts at Cybernews hijacked close to 28,000 unsecured printers worldwide, highlighting how easy it can be to hack unsecure networked printers.

2. Lowering your carbon footprint with modern printing technology


a. Reduced energy usage

Modern photocopiers are designed with energy efficiency in mind. Ricoh, HP and Brother models are all certified through ENERGY STAR®, ensuring they meet strict energy conservation standards.

This efficiency translates to lower utility bills and a reduced environmental impact — a win-win for your bottom line and corporate social responsibility goals.

Our team can conduct a complimentary “carbon calculation” of existing print infrastructure, which you can learn more about in our previous blog here.

print manufacturer emissions comparison graph

b. Smart power management

Modern printers & photocopiers come with automated power-down and wake-up settings that adapt to usage patterns.

Rather than running at full power around the clock, the new range of Ricoh & HP devices run on “Sleep” or “Eco” mode when not in use, boosting energy savings further by reducing consumption.

c. Eco-focused design and sustainable materials

Ricoh, HP & Brother have all made a shift toward using recycled or recyclable materials in their print hardware, consumables as well as their packaging.

By upgrading to modern print hardware, you support a circular economy and can lower the overall carbon footprint across your equipment’s lifecycle. Read out previous blog on carbon positive printing here.

3. Improved efficiency and security


a. Faster, more robust and efficient hardware & feature enhancements

Whether you’re printing high-resolution graphics or running large volume jobs, newer printer models offer faster, more consistent print speeds, higher duty cycles, and better reliability. This means employees spend less time waiting for documents and more time focusing on core tasks.

Modern print hardware often includes seamless integration with cloud services, mobile printing capabilities, and advanced scanning features. Employees can print securely from their smartphones or tablets, scan directly to the cloud, and share files effortlessly, ideal for today’s hybrid work environments.

b. Print management software & centralised management

Print management software allows our team to remotely monitor print usage, automate supply ordering, and quickly address maintenance issues.

Solutions such as Papercut, Tungston and others, further secure print hardware and put controls in place for users, significantly reducing both costs and unnecessary waste.

This centralised control reduces downtime and the burden on IT, and ensures optimum device performance across the organisation. Introducing a print management solution can have a hugely positive impact on ESG & sustainability, which we covered in a previous blog, available here.

c. Advanced encryption and authentication

New printers & MFDs / photocopiers typically include “out of the box” robust encryption protocols and user authentication methods.

Newer print devices come with encrypted HDD as standard, which overwrites any data on the devices themselves. Pin release functionality also ensures that only authorized individuals can access devices and that data remains secure from the moment a document is sent to the printer until it’s in that individuals hand.

d. Regular firmware and automatic software updates


Modern printing devices allows our team to push automatic updates remotely, ensuring your devices are always patched against newly discovered security threats. This proactive approach drastically reduces the chances of hackers exploiting known weaknesses.

With Ricoh’s “Always Current Technology” & HP’s “Wolf enterprise security for print” features, you can rest assured that your print infrastructure is secure.

4. Calculating the return on investment (ROI)


a. Cost savings

Between lower energy consumption, reduced running costs and minimal device downtime, upgrading your printer fleet can quickly pay for itself.

Alongside the reduced running / operating costs of new print hardware, Bizquip can provide various lease finance options for new print hardware, meaning the cost can be spread over 3-5 years to ensure no large capital expenditure is necessary.

Our team can usually show immediate savings for clients (including the rental) in comparison to the existing running costs for older devices, which ensures no additional expenditure is necessary.  

b. Employee productivity

When employees can rely on fast, reliable printers with enhanced workflows, they complete tasks more efficiently. Over time, these incremental productivity gains add up, contributing to a smoother workflow and higher overall output.

c. Risk mitigation

The cost of a single data breach or security incident far outweighs the price of upgrading to a secure printer or photocopier. Beyond the financial impacts, safeguarding your reputation and client trust is an invaluable asset.

How Bizquip can assist with transitioning to a more sustainable and secure print environment and a fully managed print service:


a. Conduct a print audit

Our technical team begin by auditing your existing print environment.


We then provide a detailed report, comparing existing running costs, carbon emissions and usage data of your existing print environment.


Our professional services team will then provide you with options and recommendations in line with your existing & future requirements to replace the current print fleet with a new, fully managed print solution by Bizquip. Read more about our managed print services offering here.

b. Work with our specialist team to upgrade your old print solution.

Upgrading outdated print hardware to modern, efficient devices is more than just a technological refresh, it’s a strategic investment that can drastically reduce costs, cut carbon emissions, and safeguard your network from potential security breaches.

By conducting a thorough audit, selecting the right equipment, and proactively managing your new printer fleet, Bizquip will assist you with the transition from wasteful to efficient and secure in no time.

Ready to make a change?

Share This

Find out how we can improve your workplace.

Our hybrid workplace solutions, workplace technology and managed print services are designed to make work flow. Contact us today and find how we can help.