Renting a production printer can help organizations bring more print work in-house, reduce reliance on outside vendors, and gain greater control over turnaround times.
But selecting the right production printer requires more than comparing specifications.
To better understand what organizations should consider before entering a production printer rental agreement, we spoke with Brian McDaniel, Production Specialist at DOCUmation.
Here are five factors he recommends evaluating before bringing production printing in-house.
One of the first questions to ask is whether your organization has enough recurring print demand to justify bringing production in-house.
Organizations that consistently produce brochures, training manuals, marketing materials, direct mail, or event collateral often reach a point where outsourcing becomes less practical than managing production internally.
The more predictable your print volume becomes, the stronger the case for a production printer rental.
Not all production printers are designed for the same applications. Before evaluating equipment, understand exactly what your organization plans to produce.
Depending on your output, you may need folding, cutting, laminating, binding, or other finishing capabilities.
For organizations looking to create premium marketing materials, embellishments may also be worth considering.
"Embellishments are things like gold, silver, white, and clear toner. Foil and laminations are considered embellishments as well," says Brian McDaniel.
These enhancements can help printed materials stand out in ways that traditional printing cannot.
"Anything that can make you stop and take a second look at the print is usually an embellishment," he says. "They keep your eyes on the piece and can really make it shine, literally."
The right production printer should support the finished products you're trying to create—not just the number of pages you expect to print.
One of the biggest misconceptions about production printing is that success depends entirely on the equipment.
In reality, even the most advanced production printer can't compensate for poor file preparation.
"The first thing that's looked at is the file and checking to make sure it'll work for the job," Brian explains.
Common challenges are often the basic ones.
"Lack of bleeds on a file is the most common mistake that's usually seen before a project goes to print."
Organizations should evaluate whether they have the internal expertise needed to consistently create print-ready files before bringing production capabilities in-house.
Operating a production printer involves more than loading paper and pressing print.
"People think that printing is just like pressing print on the small printer that you have at your house."
Professional print production involves pre-press work, proofing, media selection, finishing, scheduling, and quality control.
"What they don't see is all of the pre-press work, checking that the file is a good file, the actual size of the file is correct, the colors are correct."
There's also workflow management.
"What people don't see is the scheduling that goes into making sure that rush jobs are being done on time but also that the normal jobs are not lost in the process."
Organizations should consider who will be responsible for operating the equipment, managing production schedules, and maintaining quality standards once production moves in-house.
The printer itself is only one piece of the equation. Service, training, supplies management, and ongoing support can have just as much impact on long-term success as the equipment itself.
While the equipment itself is important, organizations should also evaluate the partner behind it.
A production printer is rarely a set-it-and-forget-it. Supplies management, technical support, and ongoing service all play a role in long-term success. The strongest production printing environments are often supported by a managed print partner that helps keep equipment running, users informed, and workflows optimized over time.
For many organizations, partnering with a provider that offers managed print support helps ensure equipment remains productive, operators stay informed, and potential issues are addressed before they become larger problems.
Production printer rentals can provide greater flexibility, expanded capabilities, and more control over the print production process. However, selecting the right equipment requires more than reviewing specifications.
Organizations should consider their print volume, turnaround requirements, production goals, internal expertise, and available support before making a decision.
The right production printer isn't simply the fastest or least expensive option. It's the one that aligns with your organization's goals, workflow, and long-term production needs.