In recent years, Managed Print Services (MPS) have gained popularity among businesses of all sizes and industries. This outsourcing solution provides companies with a cost-effective and efficient way to manage their printing operations.

With Managed Print Services, businesses can outsource their print fleet, supplies, and document workflows to external providers, allowing them to focus on their core competencies. The rise of Managed Print Services can be attributed to the increasing need for companies to improve their operational efficiency.

This article will delve into the various services offered by the MPS and how they can benefit your business.

Understanding Managed Print Services (MPS)

The goal of Managed Print Services is to optimize printing workflow, reduce costs, and improve the efficiency of printing operations. The provider assumes responsibility for managing the company’s printing needs, including:

  • Print fleet management: This involves the monitoring and management of a company’s printing devices, including printers, copiers, and multifunction devices. The providers ensure that the devices are working correctly, perform routine maintenance, and replace equipment when needed.
  • Supplies management: This includes the management of printing supplies, such as toner, ink, and paper. The MPS provider is responsible for ensuring that supplies are stocked, monitoring usage, and ordering replacements when needed.
  • Document management: This focuses on creating an effective documentation system, streamlining workflows, and improving document security. It also helps the company reduce paper usage.
  • Cost management: The MPS providers help companies control their printing costs by providing detailed reporting and analysis of printing usage. The information can be used to identify areas where costs can be reduced.

Top 7 Benefits of Managed Print Services

Managed Printed Services can benefit your company in many ways. Here are some of them:

1. Cost Savings

The MPS can help businesses save money by reducing print-related expenses, such as toner and paper costs, as well as reducing the need for in-house IT support and maintenance.

Instead of investing a significant amount of money in a new fleet of printers, businesses should consider using the MPS to effectively manage their existing fleet and control costs. It allows them to redirect their resources to more strategic areas.

2. Increased Productivity

The MPS can provide efficient and reliable print services, which can reduce printer downtime and printing delays. Automated supply ordering ensures that employees have the materials they need, such as toner and paper, to complete their printing tasks.

Print management reduces the time and effort required for IT staff to manage print devices, allowing them to focus on more crucial tasks.

3. Improved Information Security

The MPS can implement user authentication, which requires users to enter a password or PIN to access print devices. With secure printing, users can store print jobs for when they are physically present at the printer. It prevents unauthorized users from accessing sensitive or confidential documents.

Document encryption will also protect sensitive information from unauthorized access or interception. To detect any security breaches, the MPS can provide audit trails, which track the usage of print devices and provide a record of who has printed specific documents.

Finally, the MPS can help businesses comply with industry regulations, such as HIPAA (Health Insurance Portability and Accountability Act) or GDPR (General Data Protection Regulation), by implementing secure document management processes.

4. Enhanced Sustainability

The MPS can help reduce paper waste by implementing print policies that reduce unnecessary printing or encourage double-sided printing. The MPS provider can also help businesses replace older, less energy-efficient print devices with newer, more energy-efficient equipment. It can help reduce energy consumption and lower carbon emissions.

The remote monitoring and management of print devices can also reduce the need for onsite visits and help minimize the environmental impact of travel.

5. Predictable Budgeting

The MPS providers can help companies consolidate their printing devices, which can reduce the number of devices that need to be managed and maintained. This can lead to more predictable maintenance costs and a more streamlined budget.

With device optimization, companies can reduce waste and improve efficiency. By reducing the amount of paper and toner used, companies can better predict their printing costs and budget accordingly.

In addition, MPS companies typically offer a Service Level Agreements that define the scope of the services provided, the level of support available, and the response times for service requests. This agreement can help companies predict support costs.

6. Expert Support

The MPS providers typically have dedicated teams that are trained to handle a wide range of printing issues. These teams provide expert support to companies and help them resolve any printing-related problems immediately. They can conduct onsite service when necessary.

Proactive maintenance is another benefit that companies can enjoy. The providers can monitor a company’s printing infrastructure and perform regular maintenance to ensure that devices are functioning properly. This can help prevent issues before they occur and minimize downtime.

7. Improved Device Management

The MPS providers can improve device management by offering centralized management, automated supplies management, device optimization and monitoring, and equipment replacement. With centralized management, the entire printing infrastructure of a company can be managed from a single location, reducing the workload on IT staff and simplifying device control.

Automated supplies management ensures that printing-related activities can run smoothly within the company, while device optimization and monitoring can reduce waste and improve efficiency. Finally, the providers can help companies replace aging or inefficient printing equipment with more efficient models, further improving device management.

Pick the Best Managed Print Services for Your Business

Choosing the right MPS provider can be a game-changer for your business, helping you streamline the printing processes, reduce costs, and improve productivity. At Elite Imaging Systems, you can find customized solutions tailored to meet the specific needs of your company.

They have expert teams that will work with you to understand your printing infrastructure and optimize it for maximum efficiency. With advanced monitoring and maintenance methods, they can ensure that your printing devices are always functioning at peak performance. They can also help you provide a more secure and eco-friendly printer fleet.

Feel free to contact Elite Imaging Systems today if you want to learn more about Managed Print Services in the Troy, Detroit, and Flint areas.