Seven trends for the future of office printing and how they affect the legal industry
TA Triumph-Adler spotlights the role of a well-rounded, modern print strategy in cutting costs, strengthening confidentiality, supporting sustainability and freeing time for higher-value legal work
1.) Sustainability
Sustainability has moved from being nice-to-have to being a business expectation. For printing in law firms, the focus is on reducing waste across the entire print lifecycle, not just cutting paper.
Practical steps for legal teams:
- Use data to identify high-volume, low-value prints and introduce targeted rules to reduce them.
- Default internal documents to mono and duplex, reserving colour for client-facing materials.
- Use devices with lower power consumption to reduce running costs over time.
- Communicate simple behavioural changes to staff, for example combining prints and reviewing documents digitally before printing.
Result: Lower environmental impact and measurable cost reductions, without compromising service quality.
2.) Security and data protection
Confidentiality is central to legal work and document security must cover more than physical devices. Modern print strategies protect the entire document journey, from capture to disposal.
Key considerations for firms:
- Implement pull-printing and user authentication to prevent unattended documents on output trays.
- Encrypt print and scan traffic end-to-end, and keep audit logs to support regulatory and client audits.
- Apply role-based access to restrict who can print, scan or export sensitive files.
Result: Reduced risk of data breaches, and stronger evidence of compliance when it’s needed.
3.) Cloud integration
Cloud services change how documents are stored, shared and printed. For multi-site or hybrid-working firms, cloud integration simplifies access while supporting central control.
What to expect and plan for:
- Centralised policy management so security and user experiences are consistent across offices and home workers.
- Cloud-based printing that removes the need for local servers, reducing IT overhead.
- Easy scaling for new offices or temporary sites, without complex on-site configuration.
Result: Greater responsiveness, with secure access to files and print services wherever teams work.
4.) AI and automation
AI and automation are shifting routine document tasks from people to systems. For legal firms, this frees time for substantive legal work and reduces the errors that come with manual processing.
Practical uses in the legal industry:
- OCR and classification to auto-index documents such as invoices and client correspondence.
- Automated routing of scanned documents into folders, with approval workflows where needed.
- Predictive maintenance and supply management to reduce downtime and avoid surprise costs.
Result: Faster admin, fewer manual processes, and improved operations.
5.) User-friendliness
Adoption depends on simplicity. If systems are clunky, staff will find workarounds that undermine policy. Legal firms succeed when their print and document tools are intuitive for everyone, from trainees to partners.
What to prioritise:
- Consistent user interfaces across devices and locations, reducing training overhead.
- Quick scanning and filing processes so that digital workflows become the default.
- Mobile and single-sign-on options for lawyers on the move, without added complexity.
- Simple training and clear quick-reference guides to encourage correct use.
Result: Higher compliance with best practice, lower admin time and prevention of security lapses.
6.) Modularity and scalability
Firms can grow, merge, or change their operating model over time. A modular approach to print services lets firms scale capacity, features and locations without starting from scratch.
How this helps legal practices:
- Add or remove services as needs change, for example expanding scanning capacity during busy periods.
- Mix cloud and on-premises functionality to match security needs and client obligations.
- Deploy new systems to specific teams, without disrupting other users.
- Replace or reallocate devices based on usage data, not guesswork.
Result: Predictable costs and the flexibility to respond to change.
7.) Comprehensive print strategies
The most effective print strategies are not isolated; they are part of a wider approach to how information flows in a firm. These strategies align devices, software, policy and training.
Elements of a comprehensive approach:
- Start with an audit of workflows, usage and risk, then build targeted improvements.
- Combine technical controls with clear policies and staff engagement.
- Use reporting and dashboards to track progress against cost, security and sustainability goals.
- Review periodically to adapt to new regulations, practice areas or working patterns.
Result: Sustainable improvements that support business goals, not one-off cost cuts.
Final thoughts
These seven trends show that office printing is no longer an individual system. For legal firms, modern print strategies can strengthen confidentiality, reduce costs, support sustainability goals and free time for higher-value legal work.
Call TA Triumph-Adler UK on 01793 783298 to arrange a free audit and take the first step towards a more modern approach to office printing.
