What are the impacts of offline printers, and how can you monitor them?

The lack of communication may be related to various situations, such as:

• Computer or data collection server turned off;

• Monitoring service stopped;

• Change of address or network;

• IP address change;

• Connection failure;

• Outdated collector version;

• Network or firewall block;

• Printer replacement;

• Printer out of contract;

• Incorrect registration.

Offline printers can affect various operational processes:

• Supplies management: the absence of up-to-date readings prevents the team from knowing with certainty how much supply is still available, when the supply will run out, whether an exchange has occurred, or if a new shipment is actually necessary. This situation can lead to both a shortage of materials and the unnecessary sending of supplies.

• Inventory control: if the customer uses a supply while the printer is offline, the consumption may not be correctly tracked. As a result, the virtual stock may no longer reflect the physical stock.

• Billing: the lack of updated meters may require manual data collection, estimates, reprocessing of information, contact with the customer, and even delays in closing the books. The greater the quantity of offline printers, the greater the operational effort tends to be.

• Reliability of analyses: reports and indicators based on printers without communication may present an incomplete view of the operation, increasing the risk of incorrect decisions.

To reduce these impacts, it is recommended to:

• Periodically monitor printers without communication;

• Prioritize customers with the highest quantity or percentage of offline printers;

• Identify how many days each printer has been without sending data;

• Notify the technical department before the closing period;

• Confirm whether the printer is still installed and under contract;

• Update sites, addresses, and records following changes;

• Document the identified cause and the solution implemented;

• Verify whether communication has been restored.

Action should be prioritized when the printer:

• Serves a critical area;

• Is nearing the closing period;

• Has a high print volume;

• Maintains local stock;

• Has not sent meter readings for many days;

• Has recent supply requests;

• Represents a significant portion of the customer’s fleet.

The management of offline printers depends on coordination among:

• Monitoring teams;

• IT;

• Customer Service;

• Supplies;

• Billing;

• Customer.

The department that first identifies a communication gap should document and forward the situation for resolution, without waiting for the problem to be noticed during the closing process or after a supply request.