Managed print services has provided businesses the opportunity to focus on their core duties, while leaving the details of document production to the people who know it best. In this article, we discuss what it entails and the benefits for the business.
In this modern day business environment, the dependence on printers, copiers and other office equipment is unavoidable. Businesses across board use these devices to process important documents for both internal and external purposes. Companies process documents concerning their accounting, marketing, legal, strategies and customers. This is done on a daily, weekly or monthly basis depending on the level within the organization.
The manner in which companies use these devices sometimes create problems that do not allow them to fully meet their business goals in the long run. As a result, many of these businesses are exploring better mechanisms in managing their printing infrastructure. This is the beginning of the well-known approach managed print services.
Managed Print Services, abbreviated in the industry as MPS, is the process in which an organization proactively manages its printing devices such as printers, copiers, fax machine and multifunctional devices under the umbrella of a service provider, with the primary aim of cutting document processing costs.
Using managed print services have concrete benefits to the business both internal and externally. These can be seen in the areas of cost savings, productivity, eco friendliness and security. Let’s take a look at them one after the other.
Managed print services help companies save cost in two main areas. These areas include operational costs and hardware costs.
Businesses are able to cut down on waste associated with printing documents in terms of consumables. They are able to save money on hardware costs by centralizing document production, which is, using centralized devices that can be shared by staff members within the office environment.
Document production involves a lot of time and effort. Sometimes devices break down and interrupt the work of staff members, who may have no idea on how to fix the problem. In such a situation, they will have to wait till an IT Help Desk comes in to fix it. By the time the problem is sorted out, a lot of productive time is wasted.
Managed print services help solve this problem by monitoring the company’s printing infrastructure and fixing any problems before a staff member is even aware of it.
The use of papers in document production is very prominent. Additionally, the use of devices consumes a lot of energy during production. These have an indirect impact on the environment.
Managed print services provide devices that have power-on-demand capabilities. This means that they can turn on and off automatically only when the need arises. Most providers of managed print services use digital printing devices and documents.
When producing documents, the devices store images of the documents in its memory. Some of these documents may contain confidential information about the company or its clients. Without proper security inside your printing infrastructure, they could be intercepted by unscrupulous people.
The model used in managed print services allows for customized strict security measures that suits your particular environment.
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