What Constitutes Managed Print Solutions?
Managed print solutions are services, provided by an outside company, aimed at the optimisation and better management of a client company’s document output. These programmes are usually offered by printer and office equipment providers to help organisations improve the cost efficiency, productivity, and information security of the document-output functions in use by the organisation. Managed print solutions (MPS) implementation is made up of an initial equipment audit and needs assessment, followed by a selective or complete replacement of the devices in the existing print hardware fleet.
Technical support, parts, and all the consumables required to operate the installed print hardware is provided. This may include third-party equipment, should some be retained. Managed print solutions will also include accurate tracking of the performance and utilisation of all printers, fax machines, copiers, and multifunctional devices in the document output fleet.
The Benefits of Managed print solutions
Managed print solutions will provide:
1. Savings from reduced costs
2. Improved workflows and productivity
3. Improved efficiency through time savings
4. Improved information security
An Easy Way to Save Money
Hardware consolidation removes superfluous equipment and old, expensive-to-maintain devices that are less energy efficient than newer machines. The data collected by a managed print solutions programme provides accurate calculations of the true cost of document production across all the devices in the company’s print fleet, making it easy to identify areas where savings are possible.
The cost savings associated with adopting managed print solutions may be significant when compared to ad hoc printer installation and maintenance. Managed print solutions expose the hidden costs of printing that many managers are unaware of.
Get Improved Workflows and More Productive Document Production
Managed print solutions programmes allow for the differing print requirements of various departments within an organisation to be accommodated. A provider will be able to tailor solutions based on the specific needs of particular departments. This may include the strategic placement of different types of printers adjacent to areas where that type of printer will be used most. For example, a design or drafting office is more likely to need large-format prints than the training department.
Time is Money
Printing, copying, scanning, or faxing documents on old, outdated hardware, using old or poorly integrated software, is inefficient and time-consuming with more time spent fixing device malfunctions and clearing jams than making prints. Automated consumable delivery and repair callouts not only save money but save time and free up staff to focus on more productive activities.
Managed Print Solutions Improve Information Security
Secure printing technology enhances print security, reducing the risk of intellectual property theft and information security breaches. The initial equipment audit and needs assessment will identify any print and IP security risks and help mitigate the risks identified. Measures such as the introduction of sign-in procedures, access codes for printer use, printers with automatic hard drive wiping functionality, and waste document disposal protocols are among steps that may be recommended. Only having one print provider implementing a managed print solutions programme reduces the number of people outside your organisation with access to the company’s networked devices.
Talk to the Experts
We at Raydian are experts in the provision and management of printers and associated office equipment. We have an enviable track record in providing and supporting document output devices, including the implementation of managed print solutions. If you are struggling to maintain control of your print-related costs, call us today for expert assistance.