Glossary

Print Management Glossary (Gespage)

Introduction

Print management is a strategic lever for CIOs, IT managers, and organizations that want to reduce costs, strengthen security, and simplify the operation of their fleet of printers and MFPs.

This glossary is designed to help you :

• Decode the technical and business terms related to print management
• Identify the essential features of a modern solution
• Understand the challenges related to cloud, security, and compliance

👉 By mastering this vocabulary, you facilitate your digital transformation projects and gain autonomy in drafting your specifications and choosing printing solutions like Gespage and Gespage Stratus.

Glossary of Print Management Terms

A

* Gespage Agent : Software client installed on user workstations to manage local printing and send usage information.
IT benefit: ensures continuity even when disconnected from the central server.

* Authentication : Procedure to verify a user before access to printing, copying, scanning, or other functions of an MFP.
IT benefit: reinforces document security and ensures traceability.

B

* BYOD : Policy allowing users to print from their own devices (personal PC, smartphone, tablet).
IT benefit : increased flexibility, but requires security vigilance.

C

* Carte ou badge RFID : Moyen d’authentification sans contact utilisé pour libérer des impressions ou accéder aux fonctions d’un MFP.
Intérêt DSI : simplifie l’expérience utilisateur et réduit les risques de fraude.

* Cartadis : Publisher of Gespage, a French company with over 50 years of experience in office solutions hardware and software.
IT benefit : ensures expertise, proximity, and continuous innovation.

* CartadisDB : Internal database for partners, listing hardware and software compatibilities.
IT benefit : ensures smooth integration and greater traceability.

* cBot : Autonomous payment kiosk connected to Gespage for self-service printing, copying, or scanning.
IT benefit : facilitates monetization and user account recharges.

* Cloud printing : Printing based on an external cloud infrastructure (public or private).
IT benefit : flexibility, remote accessibility, and reduced maintenance.

* cPad : cPad : Autonomous terminal developed by Cartadis to handle badge/card authentication when the MFP does not have a built-in terminal.
IT benefit : useful in environments where embedded terminals are not available.

* CUPS : Open source print management system on Linux, based on the IPP protocol. Gespage supports it.
IT benefit : allows Linux environments to benefit from the same advanced features as Windows.

* CSR (RSE) : Application of sustainability principles (reducing paper, energy, recycling).
IT benefit : contributes to the organization’s sustainability goals.

G

* GDPR (RGPD) : European regulation on personal data protection.
IT benefit : mandatory compliance and protection against legal risks.

* Gespage : On-premise print management solution developed by Cartadis, multi-brand and cross-platform. IT benefit : a French reference solution, comprehensive and adapted to heterogeneous environments.

* Gespage Pop-up : Window displayed on the user’s computer before printing (cost, rules applied).
IT benefit : awareness tool and user accountability

* Gespage Stratus : Window displayed on the user’s computer before printing (cost, rules applied).
IT benefit : awareness tool and user accountability.

I

* Izly : Payment solution widely used in French campuses (CROUS), integrable with Gespage.
IT benefit : simplifies billing and user experience.

L

* LDAP / AD synchronization : Automatic connection of a solution to enterprise directories (AD, Azure AD, Google Workspace). IT benefit : simplifies administration and centralizes rights.

M

* Microsoft Universal Print : Microsoft 365 cloud service that replaces traditional print servers.
IT benefit : simplified integration in Microsoft-centric environments.

* Monitoring des usages et du parc : Suivi en temps réel de l’état des imprimantes, volumes et activités des utilisateurs.
Intérêt DSI : améliore le support IT et anticipe les pannes.

* Mobile printing : Ability to print from a smartphone, tablet or personal PC via app, email, or web portal.
IT benefit : essential for mobile environments and BYOD policies

* MFP / MFD :Multifunction printer (print, copy, scan, fax). True document hubs.
IT benefit : needs fine management to limit costs and maximize security.

* MPS : Outsourcing the management of the printing fleet (maintenance, consumables, optimization).
IT benefit : reduces hidden costs and refocuses IT on higher value tasks

* Multi-brand : A solution’s ability to manage printers and MFPs from different manufacturers.
IT benefit : avoids vendor lock-in and optimizes ROI

* Multi-site printing / Print roaming : Function allowing a user to send a document to a central server then release it from any site or printer in the network.
IT benefit : optimizes flexibility and reduces IT complexity.

O

* OCR : Technology embedded in advanced scanning to recognize text.
IT benefit : facilitates indexing, search, and automation.

* On-premise : Deployment of the solution on the organization’s internal servers

P

* Photocopier : Common term for an MFP. Today’s machines are real document management systems.
IT benefit : requires user education and proper policies.

* Print management (Gestion des impressions) : Centralized control of all print activity within an organization (costs, security, workflows, reporting). IT benefit : cost reduction, security, and simplification of multi-brand management

* Print Nightmare : Windows print service vulnerability discovered in 2021.
IT benefit : highlights the importance of updates and security.

* Print queue / Spool : Buffer where print jobs are stored while waiting to be printed.
IT benefit : critical point to apply rules, quotas, and security.

* Printer driver : Software translating user files into a language the printer understands.
IT benefit : a good driver equals stability and fewer incidents.

*Printing policy (Politique d’impression) : Set of rules imposed on users (B&W, duplex, color restrictions).

* Pull printing (Print2Me) : Printing released on any printer after authentication.
IT benefit : flexibility, security, and waste reduction..

Q

* Quotas : Limitation of the number of pages or budget per user or department.
IT benefit : accountability and cost control.

R

*Reports : Dashboards and statistics on usage of the printing fleet.
IT benefit : clear view of costs and support decision making.

* RFID Card / Badge : Contactless authentication method used to release prints or access MFP functions.
IT benefit : simplifies user experience and reduces fraud risk.

S

* Scan to Me : Automatic sending of a scan to the user’s email or personal folder.
IT benefit : simplifies usage, reinforces confidentiality, and reduces IT support by automating secured document dispatch from the MFP directly to the user.

* Secure printing (Impression sécurisée) : Mode where a document is not printed until the user authenticates at the printer. IT benefit : protects sensitive data and reduces waste.

* Serverless printing : Printing without a central server, managed via cloud or by the printers themselves.
IT benefit : reduces complexity and frees up IT times.

U

* Usage & fleet monitoring : Real-time tracking of printer status, volumes, and user activity.
IT benefit : improves IT support and anticipates failures.

W

* WPP : Windows feature that encrypts print jobs between the workstation and the printer.
IT benefit : protects against data interception or leakage.