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A technician wants to share a printer on the network but according to the company policy, no PC should have a directly connected printer. Which device would the technician need?

A technician wants to share a printer on the network but according to the company policy, no PC should have a directly connected printer. Which device would the technician need?

  • a hardware print server
  • a LAN switch
  • a docking station
  • a USB hub

The correct answer is:

“a hardware print server.”

Explanation of a Hardware Print Server

A hardware print server is a network device that connects directly to a printer and allows it to be shared across a network without needing to be attached to any specific computer. This setup enables multiple users within a network to access and send print jobs to the shared printer, making it an ideal solution for business environments with policies against directly connected printers on individual PCs.

How a Hardware Print Server Works

A hardware print server connects to a printer using a standard interface, typically a USB or Ethernet port. The print server is then connected to the network via an Ethernet cable or Wi-Fi, depending on its design. This setup allows the printer to be accessed by any device within the network, such as PCs, laptops, and other network-enabled devices, without requiring any single device to remain powered on to share the printer.

Once configured, the print server assigns the printer an IP address, allowing users to send print jobs to that address directly. The print server manages the print job queue, ensuring documents are printed in the order they are received and providing error management in cases of printer issues like low toner or paper jams.

Benefits of Using a Hardware Print Server

  1. Compliance with Company Policies: Since the printer is connected directly to the network and not tied to any specific PC, it aligns with the company’s policy of no PC having a directly connected printer. This setup allows centralized access to the printer without requiring any particular workstation to act as a host.
  2. Improved Accessibility: With a print server, users across the network can access the printer regardless of their physical proximity. This is especially useful in offices with shared printers in a central location, as the print server enables every network-connected device to send print jobs without requiring a physical connection.
  3. Reduced PC Resource Usage: In traditional setups where a printer is connected to a specific computer, that computer’s resources are used to manage print jobs. Using a print server removes this dependency, freeing up resources on individual PCs for other tasks.
  4. Enhanced Network Management: A hardware print server allows IT teams to monitor and control print usage, prioritize or limit access, and manage print queues. Many print servers have administrative interfaces that allow technicians to monitor usage statistics, view real-time job queues, and set usage limits if needed.
  5. Scalability and Flexibility: Print servers support multiple printers and users, making it easy to scale as the organization grows. As more printers or users need network access, a print server can handle the increased demand without requiring significant infrastructure changes.
  6. Cost-Effective: In environments with multiple users, a shared network printer setup via a print server can reduce the need for individual desktop printers, saving the company money on both hardware and maintenance.
  7. Energy Efficiency: Unlike computers, which consume more power and need to remain powered on to facilitate print sharing, print servers are low-power devices. This energy-efficient solution allows the network printer to be accessible without keeping a full computer on standby.

Types of Hardware Print Servers

Print servers come in different configurations to suit various network needs:

  1. USB Print Servers: These are ideal for most office and home printers that use USB connections. The print server connects via USB to the printer and to the network through Ethernet or Wi-Fi. USB print servers are simple to set up and support a wide range of printers.
  2. Ethernet Print Servers: Some print servers connect directly to a printer’s Ethernet port (if available), providing a stable, wired network connection. These are often used with high-capacity or multifunction printers commonly found in larger office environments.
  3. Wireless Print Servers: These connect wirelessly to the network, making it possible to set up a printer in areas without Ethernet ports. They’re ideal for flexible office spaces or environments where running Ethernet cables is impractical.
  4. Multifunction Print Servers: Some print servers support multifunction printers (MFPs), enabling users to not only print but also scan and fax over the network. These multifunction print servers are excellent for offices that rely heavily on centralized MFPs.

Setting Up a Hardware Print Server

The basic steps for setting up a hardware print server include:

  1. Connect the Printer to the Print Server: Use the appropriate connection, typically USB or Ethernet, to connect the print server to the printer.
  2. Connect the Print Server to the Network: If it’s a wired print server, plug it into the network switch or router with an Ethernet cable. For wireless print servers, follow the device’s instructions to connect it to the Wi-Fi network.
  3. Configure the IP Address: Assign the print server an IP address so it can be accessed on the network. Many print servers support DHCP, which automatically assigns an IP address. However, it’s often best to use a static IP address for easy, consistent access.
  4. Install Printer Drivers on Networked Computers: Each user on the network must install the printer drivers and set up the network printer by entering the print server’s IP address. This step allows each computer to recognize the printer as a network device.
  5. Test the Connection: Once configured, test by printing a document from a computer on the network. The document should be sent to the print server, which will manage the print job and communicate with the printer.

Alternative Devices and Why They Aren’t Suitable

Let’s review why the other options listed (LAN switch, docking station, and USB hub) aren’t suitable for this scenario.

1. LAN Switch

A LAN switch is a networking device used to connect multiple devices in a local network. While a switch can facilitate data flow within the network and allow devices to communicate with one another, it does not provide the functionality required to share a printer independently. A switch does not have the necessary software to interpret print jobs or manage queues, nor can it assign an IP address to a printer.

2. Docking Station

A docking station is primarily used for laptops and portable devices to connect multiple peripherals, such as monitors, keyboards, and external drives. While some docking stations have USB ports, they are not designed to share printers across a network. They lack the functionality to act as a networked print server, as they do not handle print job processing or IP assignment.

3. USB Hub

A USB hub simply expands the number of available USB ports on a single device, like a computer or laptop. It does not have networking capabilities or the ability to assign IP addresses, so it cannot facilitate printer sharing across a network. A USB hub would only work for connecting multiple devices to a single PC, not for making a printer accessible over a network.

When to Use a Hardware Print Server

A hardware print server is ideal in several scenarios:

  • Multi-User Office Environments: Offices with a centralized printer policy can benefit from print servers to allow multiple users access to shared printers without needing individual connections.
  • Departments with High Print Demand: Departments such as finance, HR, or design teams with heavy printing needs can use a print server to manage a network printer’s workload efficiently.
  • Home Office Networks: In home networks with multiple users, a print server can allow shared access to a single printer, providing convenience and reducing the need for multiple printers.

Conclusion

In this scenario, a hardware print server is the most suitable device to share a printer on the network while adhering to the company policy of no direct PC connections. By connecting the printer to a network through a print server, all network users can access and share the printer efficiently. It provides reliable network access, simplifies management, and supports multiple users without the need for direct PC connections, aligning with company policies and enhancing office productivity.