Modern IT is cloud-first IT. Building on cloud-based technology instead of on-premises servers and software has allowed businesses to add speed and agility to operations that were impossible to achieve in the past.
But there is an exception. In many companies, print infrastructure has remained on-prem while other systems have evolved.
Legacy systems continue to provide print architecture for many companies despite the fact that those systems cause problems that are becoming more chronic and more costly. If your company or the company you support with tech services is among those still trying to blend cloud-first IT with legacy printing, the following explores some key risks, common failure points, and practical steps for eliminating print servers without disruption.
Legacy Printing: The Hidden Threat in Your it Stack
Legacy printing has survived the cloud-first revolution primarily because people have become accustomed to their day-to-day challenges. But 2026 could be the year when legacy printers shift from being acceptable to dangerously incompatible.
The shift to Windows Protected Print Mode (WPP), which is currently underway, is one of the issues that could signal the end of legacy printing. According to a Microsoft Security Community Blog post from December 2023 titled “A new, modern, and secure print experience from Windows,” Microsoft has said the future of printing lies with WPP, which is a driverless, Zero Trust-aligned print architecture. But WPP and legacy print systems aren’t compatible. Consequently, companies that continue to rely on legacy printing could be setting themselves up for major disruptions.
To appreciate the cost of inaction in this area, consider that every help desk ticket reporting a printing issue pulls your IT team away from another concern. In an age when IT teams are under tremendous pressure to do more with less, modernizing print management is an important move that frees up IT time for security, AI, and other high-value initiatives.
Avoiding Cloud Printing Pitfalls: Start With Identity and Access
Most modern cloud systems start with a simple assumption: know who the person is, and everything else follows. Legacy printing is built the other way around; it is about devices and network access. Cloud-based printing should start with identity. It is the common thread used to effectively connect users, devices, reporting, and policies.
Starting with identity allows companies to build print systems that feel easier to use while also strengthening security and accountability. It removes the hassle of print-specific logins for print access, which minimizes employee frustration. Building on identity also makes it easier to consistently apply and enforce the policies needed to keep printing efficient and secure.
Cloud Print Migration: Making the Switch With Minimal Disruptions
Once companies experience the benefits they gain from leaving legacy printing systems behind, the understandable desire is to move as fast as possible. However, moving intelligently and with intention, based on a clear understanding of today’s print environment, matters more than speed.
The first place to start is by assessing how the current print system is used. Printing environments tend to be more complicated than they appear, carrying layers of workarounds, shortcuts, aging drivers, and hidden dependencies. A discovery phase allows companies to uncover complexity rather than be caught by it later.
Discovery feeds into design, an opportunity to focus on balancing speed, security, and user experience. From there, companies can develop a pilot strategy, execute it, and roll it out across the organization.
Shifting to cloud-based printing allows companies to achieve modern security, reliability, efficiency, and accessibility expectations.
