Why Your Printers Aren’t Reporting Data (And How to Fix It)

March 19, 2025
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Printer Data

Printer downtime and missing print data can be a major frustration for IT teams and office managers. When printers stop reporting data or go “stale,” businesses may face delayed toner shipments, inaccurate service monitoring, and disruptions in daily operations.

Many companies rely on automated print management systems to track usage, monitor supply levels, and schedule maintenance. When a printer fails to communicate with the network, it can lead to unexpected supply shortages, billing discrepancies, and inefficient workflows.

At ManagedPrint, we help businesses identify and resolve common print fleet issues, ensuring that all devices remain connected and fully functional.

In This Blog You Will Learn:

  • The top three reasons printers stop reporting data.
  • How to troubleshoot connectivity and security issues.
  • Steps to prevent future disruptions in your printer fleet.

Top 3 Reasons Why Printers Stop Reporting Data

1. Network Changes and IP Address Issues

Most office printers are connected to the network via a static or dynamic IP address. If a printer’s IP address changes unexpectedly, it can disrupt communication with the print management system.

Common Causes:

  • The printer was moved to a different office or location.
  • The network was updated, and IP addresses were reassigned.
  • A DHCP server issued a new IP, but the printer software was still referencing the old one.

How to Fix It:

  • Verify the printer’s current IP address in the device settings.
  • If using a dynamic IP, consider switching to a static IP to prevent future issues.
  • Update the printer’s IP address in your printer management software (such as EKM or fleet tracking tools).

2. Security Settings and Firewall Restrictions

Modern IT environments have strict security protocols to prevent unauthorized access, but sometimes these security measures can block communication between printers and monitoring software.

Common Causes:

  • A firewall or antivirus software is blocking printer communication.
  • Security policies were updated, restricting SNMP (Simple Network Management Protocol) communication.
  • The printer was set to “sleep mode” for energy savings, causing it to disconnect from the network.

How to Fix It:

  • Ensure SNMP is enabled on all printers for proper monitoring.
  • Work with IT to add the printer’s IP address to the firewall’s allowlist.
  • Adjust printer sleep settings to prevent unnecessary disconnections.

3. Print Monitoring Software or DCA Issues

Most businesses use Data Collection Agents (DCA) to track printer usage, monitor toner levels, and schedule maintenance. If the DCA stops working, printers will stop reporting data.

Common Causes:

  • The DCA service has stopped or needs a restart.
  • The print monitoring software was updated, requiring reconfiguration.
  • The printer firmware is outdated and no longer compatible with the DCA.

How to Fix It:

  • Restart the DCA service to refresh data collection.
  • Verify that the DCA software is running the latest version.
  • Check for printer firmware updates and install any required patches.

How to Troubleshoot and Restore Printer Connectivity

If your printers aren’t reporting data, follow these steps to restore communication and prevent further issues:

Step 1: Check Printer Network Status

  • Ensure the printer is powered on and connected to the network.
  • Test network connectivity by pinging the printer’s IP address from a workstation.
  • If the printer is offline, restart both the printer and the router/switch.

Step 2: Verify Printer Software and Settings

  • Confirm that SNMP settings are enabled for data reporting.
  • Log into the printer’s web interface and check for error messages.
  • Ensure the DCA or print monitoring software is properly configured.

Step 3: Work with IT to Check Firewalls and Security Settings

  • Add the printer’s IP address to the firewall exception list.
  • Ensure port 161 (SNMP) is open for communication.
  • Disable any unnecessary security policies that may be blocking data transmission.

Step 4: Run a Print Fleet Assessment

  • If multiple printers are failing to report data, conduct a fleet-wide assessment to identify network-wide issues.
  • Use EKM or ManagedPrint’s fleet monitoring solutions to track printer performance and detect problems early.

How to Prevent Future Printer Disruptions

To ensure your printers remain online and reporting data, follow these best practices:

1. Standardize IP Address Management

  • Assign static IPs to all networked printers to prevent disconnections.
  • Document printer IP addresses and update monitoring software when changes occur.

2. Regularly Update Firmware and Software

  • Schedule routine printer firmware updates to maintain compatibility with print monitoring systems.
  • Keep DCA and print management software up to date for optimal performance.

3. Monitor Network Security Changes

  • Coordinate with IT before making firewall or security changes that may impact printer connectivity.
  • Regularly audit SNMP settings to ensure printers remain accessible.

4. Implement Proactive Print Fleet Management

  • Use ManagedPrint’s remote monitoring solutions to detect connectivity issues before they impact operations.
  • Automate alerts for offline printers, ensuring quick response times.

Get Your Printers Back Online with ManagedPrint

If your printers aren’t reporting data, it can lead to supply chain issues, service delays, and unnecessary downtime. At ManagedPrint, we specialize in printer fleet optimization, ensuring your devices stay connected and functioning efficiently.

We offer:

  • Remote print monitoring to track printer performance in real time.
  • Automated troubleshooting for quick issue resolution.
  • Expert IT support to help resolve connectivity and security problems.

Need Help Fixing Your Printer Fleet?

Contact ManagedPrint today for a free assessment, and let’s get your printers back online and reporting data properly.

BACK TO LEARNING CENTER

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