6 Reasons Managed Print Services Are Still Essential for Universities

Even in today’s digital-first world, printing remains a critical part of higher education. While laptops and tablets dominate many aspects of learning, the need for reliable, high-quality printed materials hasn’t gone away. From research papers and lecture packets to design projects and campus communications, printing continues to support how students learn, how faculty teach, and how campuses operate.

At Definitive Technology Solutions (DTS), we work with universities and colleges across the Midwest to modernize and manage their print environments—reducing costs, improving reliability, and making printing easier for students and staff alike.

Many iconic elements define the college classroom: desks, textbooks, collaboration displays, learning management systems, and more. But where does printing fit in today? With growing enrollment, hybrid learning models, and increased demand for on-demand materials, institutions now depend on smart, managed print solutions more than ever to deliver secure, efficient, high-volume printing across campus.

Here are six reasons printing—and managed print services—remain essential for universities:

1. Improved Reading Retention

A study from the University of Valencia suggests that reading printed materials over long periods can significantly improve comprehension compared to digital reading alone. Many students still prefer physical study guides, lecture notes, and research articles because they’re easier to annotate, highlight, and organize.

Printed materials also reduce prolonged screen exposure, which can cause eye strain and fatigue—especially during long study sessions. By offering both digital and print options, universities give students flexibility while supporting deeper focus and information retention.

2. Reliable Support for Research & Technical Programs

Higher education depends heavily on documentation—research drafts, grant proposals, peer-review submissions, and final publications. Printers enable faculty and students to produce professional hard copies when needed.

Programs such as engineering, architecture, construction management, and healthcare also rely on precise printed diagrams, blueprints, charts, and technical documents. A well-managed print infrastructure ensures consistent quality and uptime for these mission-critical materials.

3. Keeping Campus Libraries Functional & Efficient

Libraries remain the academic heart of campus life. Printers play a vital role in helping students access physical copies of articles, journals, and book excerpts, while also supporting staff with labeling, cataloging, signage, and inventory records.

With managed print services from providers like DTS, libraries can monitor usage, control costs, and reduce downtime—so students aren’t stuck waiting on broken machines during finals week.

4. Effortless Printing for Educators

Professors and instructors still rely on printed handouts, exams, syllabi, and worksheets—especially for in-person and hybrid classes.

A centralized print strategy makes it easier to:

  • Deploy consistent devices across departments
  • Secure sensitive student data
  • Track usage by building or department
  • Reduce IT support tickets

This allows educators to focus more on teaching and less on troubleshooting technology.

5. Supporting Campus Events & Student Engagement

Student organizations and campus departments depend on printing for:

  • Event flyers and posters
  • Orientation materials
  • Club promotions
  • Campus newsletters
  • Athletic programs and programs guides

These physical materials continue to drive visibility and engagement in ways digital announcements alone often can’t. Well-placed signage and printed promotions help create a stronger sense of campus identity and community.

6. Administrative Efficiency & Accessibility

Universities still require printed materials for admissions, financial aid, testing, campus maps, safety notices, and compliance documentation.

Print also remains important for accessibility—supporting students who need larger fonts, physical documents, or alternative formats to fully engage with coursework and campus services.

A managed print approach helps institutions:

  • Standardize devices
  • Predict monthly costs
  • Reduce waste
  • Improve security
  • Scale easily as enrollment grows

Final Thoughts

While digital tools continue to reshape higher education, printing remains a foundational part of the academic ecosystem. From improving comprehension and supporting research to powering campus operations and student engagement, its role is far from obsolete.

With the right managed print strategy, universities can modernize their infrastructure, control costs, and deliver a better experience for students and staff alike.

Learn how DTS helps universities streamline printing, improve security, and reduce costs:
Visit go-dts.com to explore our Managed Print Services and copier solutions.