Ask the Expert: How Does Remote Monitoring Work?

Remote monitoring allows network-connected printers and multifunction printers (MFPs) to automatically report their operational status to our secure management platform.

It helps us understand how your devices are performing, whether they need maintenance and when supplies such as toner are running low.

What Information Does my Printer Share?

Modern MFPs constantly generate information about their operating condition. Remote monitoring software collects data such as:

• Toner and consumable levels
• Paper tray status
• Device error messages
• Print and copy volumes
• Maintenance requirements
• Network connectivity status
• General device health and performance

This information creates a real-time picture of how a device is functioning and whether it requires attention.

How Does the Monitoring Process Work?

Most business printers are connected to an organisation’s network. Our Remote monitoring software communicates with these devices using standard industry protocols, At regular intervals, the software checks each device and records key information. This data is then transmitted securely to our system where it can be reviewed and analysed.

When a printer's toner level drops below a predefined threshold, the system records this change and generates an alert.

Does Remote Monitoring Access Documents?

One of the most common questions surrounding remote monitoring relates to privacy.

Our system does not collect the content of printed, copied or scanned documents. Instead, it gathers operational data about the device itself. Think of it as similar to a vehicle dashboard reporting fuel levels, tyre pressure and service requirements rather than recording where every passenger travels.

The purpose is to understand the condition of the equipment, not the information being processed through it.

Troubleshooting

Multiple devices

Toners are delivered with the location and serial number details on them and should be stored either with the correct device or issued only to the correct device. If they are fitted to another device this will result in a toner not being despatched at the correct time and may mean that you run out.

Increased Volume

If you suddenly start to use a device for high volumes, it can take the system a little while to catch up. If you have a special or critical project, don’t hesitate to let us know and we can advance the alert to make sure you’re well supplied.

Changing Toner Early

If the toner is replaced before it’s truly empty, it can stop the next alert from being generated.  Make sure that toner is not replaced at ‘toner low’ and is only changed when it runs out.

Waste Toner

Waste toners can stop devices operating and so you should make sure that you always have a spare on the shelf.  They are not chipped and so are unable to report in any way – you should manually monitor them and order a new one when you fit the last one.  Waste Toner requests can be submitted here.