When it comes to issuing ID cards for employees, students, or visitors, many organizations face the choice of outsourcing to a service provider or bringing the process in-house by purchasing their own ID card printer. While outsourcing can be convenient, investing in your own ID card printer offers several significant benefits, including cost savings, convenience, security, and control over the printing process. Here’s why owning an ID card printer might be a valuable investment for your organization.

1. Cost Savings Over Time

While buying an ID card printer involves an upfront investment, it can save money in the long run. Outsourcing card printing often comes with recurring costs, such as per-card fees, setup charges, and shipping. For organizations with high card issuance volumes or frequent updates, these expenses add up quickly. By bringing ID card printing in-house, you avoid these ongoing costs and only need to budget for supplies like ribbons and blank cards.

Additionally, having an in-house printer allows you to control your inventory more effectively and avoid waste from over-ordering or reprints due to third-party errors. Over time, these savings can more than cover the initial cost of purchasing the printer.

2. Increased Convenience and Flexibility

With an in-house ID card printer, your organization gains the flexibility to print cards on-demand. This is especially useful for businesses that regularly hire new staff, educational institutions with new students each semester, or organizations with frequent visitor access needs. Printing cards as needed eliminates waiting times associated with outsourcing, ensuring that new employees or students can have their ID cards right away.

The ability to create cards at any time also opens up the possibility of making changes quickly. If a role changes, you can easily reprint the ID card with updated information instead of waiting for an external provider to make the changes.

3. Enhanced Security and Data Privacy

For many organizations, ID cards contain sensitive information, from employee IDs and contact details to embedded data for access control. With an in-house printer, you can keep this data within your organization’s secure systems, minimizing the risk of data breaches during the card production process.

Outsourcing ID card printing means sharing data with a third-party provider, which can introduce vulnerabilities. By printing in-house, you can ensure that personal and company data remains protected.

4. Control Over Design and Customization

Owning an ID card printer gives your organization complete control over the look and feel of your ID cards. This includes control over colors, branding, design elements, and security features like UV printing, holograms, or other anti-counterfeiting technologies. If your organization frequently updates its branding or requires customized designs for different roles or departments, an in-house printer makes this easy to manage.

With your own printer, you can also experiment with layouts and features, creating designs that best meet your organization’s needs without the limitations or extra fees an external vendor might impose for customized options.

5. Time Savings and Productivity Boost

In-house printing can streamline the onboarding process. New employees, students, or contractors can receive their cards immediately, reducing the time spent waiting for outsourced cards to arrive. This is particularly valuable in industries where access control is essential from day one, such as healthcare, education, or corporate environments.

By speeding up the card issuance process, your team can focus on other tasks without the administrative overhead of coordinating with a third-party provider.

6. Compatibility with Access Control and Technology Systems

Many organizations rely on ID cards not only for identification but also as part of their access control systems. In-house printing allows for seamless integration with these systems, especially if your cards need specific encoding like magnetic stripes, barcodes, or RFID technology. Some ID card printers even support advanced features like dual-sided printing, encoding for contact or contactless smart cards, and custom security features.

This compatibility ensures that the cards work perfectly with your access control systems, reducing issues associated with outsourced printing that may not have the same integration capabilities.

7. Support and Maintenance Options

Investing in an ID card printer also comes with access to manufacturer support and maintenance options, which can help extend the life of the printer and keep it running smoothly. Many manufacturers offer extended warranties and provide resources to help troubleshoot any issues, making it easy to manage maintenance in-house. Some organizations, like Anything ID, even offer repair services, which is a great support option if you need help maintaining your investment over time.

Making the Right Choice

While outsourcing might suit smaller organizations with minimal ID issuance needs, in-house printing is often the better choice for those who value control, security, and flexibility. When done correctly, in-house ID card printing can be a cost-effective and convenient solution, providing your organization with the tools to quickly and securely manage your ID card needs.

Anything ID offers a range of solutions to support both in-house printing and outsourced printing needs. Whether you’re considering purchasing an ID card printer or need help with outsourced card printing, we can help tailor a solution that fits your specific requirements. Reach out today to discuss how we can help make ID card issuance seamless, secure, and efficient for your organization!