Government agencies are entering 2026 under familiar pressure: tighter budgets, higher service expectations, increased compliance requirements, and limited staffing. For operations leaders, the challenge isn’t introducing flashy new technology; it’s simplifying the systems teams rely on every day. 

Print and document workflows remain some of the most overlooked areas of operational inefficiency. Disconnected devices, manual processes, and fragmented document storage quietly slow down work across departments. In 2026, agencies that focus on simplification — not just digitization — will see the biggest gains in efficiency, security, and service delivery. 

Why Print & Documentation Still Matter in Government Operations

Despite digital initiatives, print and paper-based processes are still deeply embedded in government operations. Permits, records, correspondence, public notices, and internal approvals often require a mix of physical and digital handling. 

When these systems aren’t aligned, operational teams face: 

• Delays caused by manual routing and approvals
• Inconsistent document access across departments
• Higher risk of lost records or compliance gaps
• Increased service tickets related to print devices and workflows 

Simplifying print and documentation doesn’t eliminate paper. It creates clarity, consistency, and control across how information moves. 

What "Simplification" Means in 2026

In 2026, simplification is less about replacing everything and more about reducing friction. For operations teams, that means fewer systems to manage, clearer processes to follow, and better visibility into how work moves through the organization.  

Key elements of simplified government workflows include: 

• Centralized print management to reduce device sprawl
• Standardized intake and routing for documents and forms
• Secure, searchable document repositories
• Automation for repetitive, rules-based tasks 

The goal is to make everyday work easier for staff while ensuring compliance happens in the background; not as an extra step. 

How Agencies Can Simplify Print Operations

Print environments often grow organically over time, resulting in too many devices, inconsistent configurations, and unclear ownership. Operations teams can simplify print by focusing on consolidation and standardization. 

Effective strategies include: 

• Right-sizing fleets based on actual usage
• Standardizing device models and supplies
• Implementing rules-based printing to reduce waste
• Gaining visibility into usage, costs, and service needs 

When print is managed centrally, agencies reduce downtime, lower costs, and free staff from troubleshooting issues that distract from mission-critical work. 

Simplifying Documentation Without Disrupting Staff

One of the biggest operational risks is disruption. Staff already stretched thin don’t have time for complex system changes. That’s why documentation simplification should focus on incremental improvements. 

Practical steps include: 

• Automating document intake (scanning, indexing, routing)
• Replacing email-based approvals with structured workflows
• Making records easy to find through consistent naming and metadata
• Ensuring access controls align with roles and responsibilities 

When documentation systems work intuitively, adoption happens naturally — and productivity improves without extensive retraining. 

Security and Compliance as Operational Advantages

Security and compliance are often seen as constraints, but in simplified workflows they become operational strengths. Centralized print and document systems allow agencies to: 

• Track document access and activity automatically
• Enforce retention policies consistently
• Reduce reliance on unsecured personal storage
• Respond faster to audits and public records requests 

Instead of adding steps, modern systems embed compliance directly into everyday processes, reducing risk while saving time. 

What Operations Leaders Should Focus on in 2026

For government operations leaders, success in 2026 will be measured by stability, efficiency, and resilience. Simplifying print and documentation supports all three. 

Key questions to ask: 

• Where are staff spending unnecessary time handling documents?
• How many systems are involved in a single process today?
• What risks exist because information isn’t centralized or visible? 

Answering these questions helps agencies prioritize changes that deliver immediate operational value. 

Final Thought: Simplification is a Service to Your Team

In government, modernization isn’t about moving faster—it’s about removing obstacles. Simplifying print and documentation in 2026 allows operations teams to support staff more effectively, serve constituents better, and maintain compliance with confidence. 

Agencies that focus on clarity, consistency, and control will be better equipped to meet the demands of the year ahead without adding complexity to already full plates. 

Simplification starts with understanding your workflows. 

Every agency’s print and documentation environment is different. SumnerOne works with government operations teams to identify inefficiencies, reduce manual steps, and design streamlined workflows that fit real-world processes; not idealized ones. 

Connect with our team to explore where simplification can deliver the most immediate impact.