3 Phases of Migrating To Cloud Output Management
Vasion Team
November 21, 2025
4 mins
So you’ve decided to modernize your output management system. Congrats! You’re in good company and joining the 94% of enterprises using cloud services in 2025. But now comes the real question: how do you migrate without disrupting your IT operations or end user experience?
The move from on-premise to cloud output management is a huge step forward for your organization, but it also calls for careful planning and strategizing to ensure a smooth rollout. Fortunately, the migration process doesn’t have to be complex or risky. Organizations of all sizes are successfully transitioning their print and output environments to the cloud—with minimal downtime and immediate, measurable benefits. The key is to have a clear understanding of why you’re making the change.
Whether your goal is to reduce costs, improve visibility, or prepare for the future of hybrid work, your “why” should guide your strategy. And, no matter your objective, our structured three-phase migration approach helps you streamline infrastructure, simplify management, and scale with confidence, bolstering security and compliance along the way.
The Hidden Obstacles in Legacy Output Management
You can’t fix what you can’t see, which is why the first step toward modernization is understanding the challenges built into your current setup.
Most IT teams are still working within legacy systems built for a bygone era: a time when user printing and system printing operated in different worlds. As the years passed, those systems became increasingly siloed, leaving behind a patchwork of tools, vendors, and processes that are difficult to manage (and even harder to modernize).
From outdated divisions to overlapping vendor contracts, these challenges add up. Let’s take a look at some of the biggest obstacles standing in your way.
Outdated Divide Between User and System Printing
One of the most significant challenges in modernizing output management stems from how printing has traditionally been split into two worlds: user printing (like desktop or office printing) and system printing (from enterprise apps like ERP or EMR systems). At one time, it made sense for these functions to be managed separately. Each had its own tools, teams, and infrastructure. Platforms weren’t integrated, and separating the two allowed IT to optimize performance for each type.
But modern work environments require more agility, efficiency, and scalability than ever before. What was once logical now creates more problems than it solves. Separate systems mean artificial divisions, multiple interfaces, and redundant processes. IT teams are forced to juggle it all, too, which slows down problem-solving and increases costs.
Fragmented Vendor Ecosystem
In addition to the split between user and system printing, many organizations manage multiple vendors, point solutions, and licensing agreements. Each has its own management console, support process, and renewal schedule, making coordination between the systems a massive headache.
When an issue comes up, no one knows who to turn to for help. IT can spend hours, days, or even weeks tracking down root causes and collaborating with multiple vendors to work through a problem. This creates delays and complexity that drain resources, leaving teams with even less time to focus on innovation.
Siloed Knowledge and Training Gaps
In many organizations, printing and output management live in separate worlds—usually overseen by a different specialist for each. Every system has its own tools, settings, and vendor quirks, which makes it tough for anyone else on the team to jump in or get fully trained.
When one of those experts leaves or retires, that knowledge disappears with them. IT ends up in constant firefighting mode just to keep things running, which raises risk and slows everything down. With already-limited resources, there’s hardly any time left to improve processes or even consider smarter, cloud-based solutions.
What’s Driving the Shift To Cloud Output Management
With so many challenges standing in the way of efficiency, productivity, and innovation, it’s easy to see why cloud output management appeals to so many of today’s organizations. The market reached a staggering $9.47 billion in 2024, and it’s expected to grow to nearly $12 billion by 2029.
So, what’s behind the rapid shift? Digital transformation, remote work, and exploding data volumes are all driving the trend, along with the growing need for stronger document security. Organizations need solutions that integrate seamlessly, work well on mobile, scale with growth, and keep sensitive information safe and secure.Moving to cloud print addresses these pain points directly, helping businesses become more agile, flexible, and efficient. Here are the top reasons companies are making the move:
Scalability for Future Growth
Cloud-based solutions scale right alongside your organization, eliminating the headache of expensive infrastructure upgrades. Maybe you’re growing steadily, going through a merger, or adapting to sudden changes—in any case, the cloud adjusts to your needs. Best of all, you’ll never have to worry about running out of capacity or replacing print servers again.
Reducing Infrastructure Burden and Costs
Moving to the cloud significantly reduces the workload for your IT team and supports your budget. Decommissioning old servers instantly cuts costs for hardware, licenses, power, and cooling. However, there are less obvious cost benefits. Most importantly, moving to the cloud reduces the hours the IT team spends on maintenance and troubleshooting, freeing up time for strategic initiatives. Rather than spending all day patching and juggling multiple disparate systems, your IT team can finally dedicate its time to real savings initiatives and more efficient operations.
Centralized Control and Visibility
One of the biggest perks of cloud-based printer management is having everything in one place. A single console gives your IT team a real-time view of usage, performance, and potential issues. That means problems can be identified and resolved before they negatively impact the user experience, and workflows, security, and compliance can operate seamlessly within a single platform.
Business Continuity and Disaster Recovery
Cloud systems are built to keep your operations running in every situation. Built-in redundancy, intelligent failover, and robust disaster recovery capabilities ensure your organization can weather the storm of unexpected events without being brought down by them. Critical business processes continue to operate even during downtime, offering far more reliable protection and peace of mind than on-premise systems.
Enhanced Security and Compliance
Cloud output management strengthens security with built-in encryption, Zero Trust access, continuous monitoring, and automatic updates that quickly close vulnerabilities. It keeps data in the right hands through role-based permissions and secure print release, while detailed audit logs simplify compliance with regulations like HIPAA and GDPR.
Your 3-Phase Implementation Plan
Shifting your organization’s print management systems to the cloud is a major move, but it doesn’t have to disrupt your day-to-day operations. A structured, phased approach helps you tackle complexities head-on, avoid common mistakes, and keep your IT team in control every step of the way.
Here’s how to make the transition seamless:
Phase 1: Assessment and Planning
The first phase sets the foundation for a successful migration, so don’t overlook its importance. Before making any changes, take time to understand your current environment and define clear goals. That way, you’ll come away with a tailored migration plan that reduces surprises down the line.
Here’s how to go about it:
- Conduct an infrastructure and workflow assessment: Evaluate existing systems, printers, and output processes, keeping an eye out for your biggest inefficiencies and dependencies.
- Understand unique requirements: Consider your organization’s needs, compliance requirements, and user expectations, making sure the migration plan aligns with your overall goals and vision.
- Make a strategic migration plan: Develop a roadmap with timelines, milestones, and contingency plans to guide the move from start to finish.
Phase 2: Seamless Implementation
Once planning is complete, it’s time to put the plan into action, setting up your new cloud-based environment correctly, securely, and efficiently. The goal of this phase is to minimize disruptions while ensuring a smooth transition. Here are some ways to keep operations running without a hitch:
- Guide the implementation process: Enlist the help of experts to execute your step-by-step migration plan, aiming for accuracy and consistency.
- Apply best practices: Rely on solid, industry-proven methods for configuration, deployment, and integration to optimize your system's performance.
- Minimize disruptions to business operations: Schedule changes clearly and strategically, making sure users can stay productive during the most critical hours of their workday.
Phase 3: Ongoing Support
The final phase is all about keeping your cloud output management system running at its best for the long haul. The job doesn’t stop at implementation—continuous support will ensure your investment keeps delivering value.
- Offer ongoing support resources: Give IT teams helpdesk access, vendor support, and troubleshooting guidance they can rely on whenever needed.
- Provide training and documentation: Equip staff with the knowledge to use the system effectively and independently, so they don’t have to rely on just a few specialists.
- Optimize reviews regularly: Monitor performance, identify opportunities for improvement, and adjust workflows to maintain peak efficiency in the environment.
The Advantages of Modern, Cloud-Driven Output Management
When done right, cloud output management transforms daily business operations in ways you’ll notice right away. Here’s how it makes work easier for your IT team and gives employees an all-around better experience:
Less Burden on IT
Moving to the cloud centralizes printing and output processes, meaning IT teams spend less time troubleshooting, managing multiple vendors, or struggling to maintain legacy systems. Instead of putting out fires, they can focus on projects that actually move the needle.
Clearer Visibility and Control
A single, unified platform gives IT real-time insight that’s invaluable. With the data needed to understand usage, performance, and potential issues, your IT team can now address problems quickly and proactively. Guesswork and downtime are a thing of the past, and fragmented systems are nothing but a distant memory.
Smoother Experience for End Users
Employees come out ahead here, too. There are fewer errors. Processing happens faster. Printing is finally reliable. All these perks give users more time to focus on work, instead of dealing with frustrating disruptions. With a seamless environment, everyone stays productive and happy.
Modernization Starts With the Right Partner
The move to central print doesn’t have to be overwhelming. Let Vasion Output streamline the process with our easy-to-implement solution, designed to help you save resources and manage output from anywhere.
Schedule a demo today to start seamlessly importing, deploying, and integrating with existing systems.