What is Managed Print Services? Everything You Need to Know
In today's rapidly evolving business landscape, efficient document management is crucial for organisations of all sizes. With the exponential growth of digital data, the need for streamlined workflows, and the demand for cost-effective solutions, businesses are increasingly seeking innovative strategies to manage their printing needs. One such solution that continues to gain immense popularity is Managed Print Services (MPS).
What is Managed Print Services (MPS)?
Managed Print Services (MPS) is a holistic approach designed to optimise and streamline all aspects of a business's document output and management. This involves outsourcing the management of printing devices such as printers, scanners, and multifunction devices to a specialised provider. The MPS provider takes charge of all printing-related tasks, including maintenance, repairs, supplies, and advanced document management solutions.
By leveraging cutting-edge technologies like AI and machine learning, MPS providers can proactively monitor the print environment, predict maintenance needs, and offer data-driven strategies to enhance productivity and reduce costs.
By partnering with an MPS provider, businesses can benefit from the expertise and experience of professionals who understand the intricacies of print management. These providers use advanced software and analytics to monitor the print environment, identify inefficiencies, and implement strategies to improve productivity and reduce costs.
Why Do Businesses Need MPS?
Cost Savings and Efficiency
The primary driver for adopting managed print services is the significant cost savings and efficiency improvements. MPS providers conduct thorough analyses of existing print infrastructures, identifying inefficiencies and areas of excessive spending. By implementing strategies such as device consolidation, optimised print workflows, and smart print policies, businesses can realise savings of up to 30% on print costs. Additionally, MPS minimises downtime by using predictive maintenance and automated supply management, ensuring continuous and efficient printing operations.
Environmental Sustainability
In an era where sustainability is paramount, reducing paper waste and energy consumption is a critical objective for businesses. MPS contributes significantly to environmental sustainability by promoting eco-friendly practices such as duplex printing, reducing unnecessary prints, and implementing secure print release solutions. These measures not only lower the environmental impact but also help businesses achieve their sustainability goals, contributing to a greener future while reducing operational cost.
Enhanced Security
With increasing concerns over data breaches and information security, MPS offers robust solutions to protect sensitive information. Modern MPS providers incorporate secure print release and authentication protocols to ensure that documents are only accessed by authorised personnel. Advanced security features such as data encryption, secure document workflows, and compliance with regulations like GDPR (General Data Protection Regulation) and HIPAA (Health Insurance Portability & Accountability Act) in cyber security help safeguard confidential information and reduce the risk of data breaches.
Choosing the Right MPS Partner
When selecting an MPS provider, it is crucial to consider several factors to ensure the chosen solution meets the specific needs of your business. Here are some key qualities to look for in an MPS provider:
Expertise and Experience
Evaluate the provider's expertise and track record in managed print services. Look for certifications, industry partnerships, and case studies that demonstrate their ability to deliver tailored solutions. Providers with deep industry knowledge can offer valuable insights and recommendations to enhance your document management strategy.
Scalability and Flexibility
Consider the scalability and flexibility of the MPS solution. As your business evolves, your print management needs may change. Choose a provider that can adapt to these changes, offering scalable solutions that grow with your organisation and seamlessly integrate with your existing IT infrastructure.
Comprehensive Print Management
A reliable MPS provider should offer a full spectrum of print management services, from initial assessments and proactive monitoring to device maintenance and supplies management. They should be capable of managing diverse printing devices and brands, providing continuous support to ensure optimal performance.
Customisation and Personalisation
Every business has unique document management requirements. The MPS solution should be customisable to address your specific needs. Choose a provider that takes the time to understand your business processes, workflows, and objectives, and delivers personalised solutions aligned with your goals.
Service Level Agreements (SLAs)
Review the provider's service level agreements to ensure they meet your expectations for response times, issue resolution, and service quality. Ensure that there are clear guarantees and penalties for service level breaches to ensure accountability and reliability.
Review the provider's service level agreements to ensure they meet your expectations for response times, issue resolution, and service quality. Clear definitions of service levels ensure accountability and reliability.
Why Consider FUJIFILM Business Innovation for Managed Print Services?
Managed Print Services offer a comprehensive solution for modern businesses' printing needs. By outsourcing print management to specialised providers, companies can achieve substantial cost savings, improved operational efficiency, enhanced security, and contribute to environmental sustainability. When evaluating an MPS solution, it is essential to consider the provider's expertise, scalability, flexibility, and customisation capabilities.
Partnering with a leader like FUJIFILM Business Innovation enables businesses to fully leverage the potential of MPS, transforming their print infrastructure into a strategic asset. Embrace the power of MPS to drive innovation, streamline operations, and achieve digital transformation. Connect with FUJIFILM Business Innovation today to explore how our cutting-edge MPS solutions can propel your business forward.
References
1https://www.gartner.com/en/documents/4017948