Print as a Service (PraaS) offers a unified, cloud-based model that moves government away from the burden of device ownership toward an agile, asset-light approach.
Seamless Operations from Desktop to Delivery
Xerox® Print as a Service (PraaS) is a cloud-based print management platform specifically designed to simplify, secure, and scale print operations across multiple sites while reducing reliance on onsite printers. The platform centralizes the entire print lifecycle into one secure, user-friendly interface. Through this portal, agency personnel can submit, track, and fulfill print jobs from desktops, laptops, or mobile devices, selecting flexible delivery options tailored to urgency, cost, or specific agency locations.
Enterprise-Grade Features for the Public Sector
To support California's complex operational and IT standards, PraaS integrates advanced technical capabilities that eliminate manual coordination across teams:
- Robust Security & Compliance: Data protection is maintained through comprehensive encryption, role-based access controls, and production within certified environments.
- Advanced API Integration: The platform connects natively with existing workflow systems and IT tools such as WebCRD, EFI MarketDirect, and StoreFlow, ensuring a seamless digital ecosystem.
- Flexible Billing Models: Financial transparency is built-in with support for account-level invoicing, internal departmental chargebacks, or direct billing.
- Custom Governance Workflows: Features include digital proofing, optional expedited physical proofs, and real-time budget tracking to ensure fiscal responsibility.
Efficiency Through Unified Control
Traditional fleet management often leaves agencies without clear routing logic for urgent or sensitive jobs. PraaS replaces this with a central cloud portal where all print jobs, from internal manuals to resident-facing brochures, are submitted and managed from a single dashboard. This provides procurement leaders with real-time data on job status, volume, and performance metrics, ensuring full transparency.
Intelligent Routing and Cost Savings
Not every job requires the same resources. PraaS utilizes intelligent algorithms and predefined rate cards to automatically route work to the production facility best suited for the task.
- Hybrid Production: Jobs can be produced on-site at an agency's facility, at a Xerox location, or through a network of vetted third-party suppliers.
- Optimized Sourcing: The platform programmatically prices jobs to ensure the best commercial rate is achieved without sacrificing speed, offering predefined rate cards and custom quotes with no hidden costs.
- Reduced Waste: By migrating from traditional offset printing to on-demand digital production, agencies reduce storage costs and obsolescence.
A Secure Bridge for Resident Services
In line with California’s commitment to inclusive digital experiences, PraaS enables agencies to personalize collateral for residents and employees while maintaining strict brand consistency. For public safety and health departments, this model ensures a secure chain of custody through a network of reliable suppliers that meet rigorous quality and security standards.
The Bottom Line
Modernization is about freeing IT staff from "managing printers" so they can focus on high-impact digital services. By embracing Print as a Service, California agencies can cut costs, improve time-to-market, and build a more resilient infrastructure for the future of government.
Swift, Risk-Free Procurement
Modernizing agency infrastructure does not require lengthy development cycles. PraaS is highly scalable and can be fully deployed in as little as 2 to 4 weeks with guided onboarding. Furthermore, Xerox services are readily accessible to California agencies through established state, local, and national contracting vehicles, including OMNIA Partners, Sourcewell, and the LA County Enterprise Services Master Agreement (ESMA).
Get Started: For more information on transitioning your agency to an agile print model, visit Xerox or contact Michelle Yoshino, Xerox Public Sector General Manager, at Michelle.Yoshino@xerox.com.
