As businesses rely more and more on digital solutions rather than paper-based systems for their workflows, managed print services (MPS) may seem like an outdated concept. Organizations may still need to use a printer, scanner, or copier for certain tasks, but in the age of digital transformation, does MPS still have a place in the modern office?
To answer this question, let's start by understanding what MPS is and why businesses need it.
What is managed print services?
MPS is an all-encompassing solution that helps organizations manage, monitor, and optimize their entire printing process. It ensures that employees have the right hardware, software, and support for document output and management. This includes tasks such as printing, scanning, copying, faxing, document archiving and storage, and document security.
MPS also enables organizations to gain a better understanding of their printing environment and related costs. It offers total insights into how much is being printed, what type of print materials are being used, and which devices are being utilized to get the job done. Not only can this information be used to improve cost efficiency, but it can also be used to identify and implement improvements in document workflows and processes.
Why do businesses need managed print services?
MPS offers several other benefits, including:
MPS enhances business productivity by optimizing printing and document management processes. This can be achieved by reducing the number of printers in use, deploying more efficient printers, and implementing print management software. MPS providers can also help organizations develop policies and procedures to promote responsible printing, such as setting print quotas and printing on both sides of the paper.
Printers are often overlooked when it comes to IT security, but they can be vulnerable to cyberattacks just like any other device. MPS solutions can help organizations ensure their printing infrastructure is secure by encrypting data, automating access control, and monitoring activity.
For instance, using print management software can help IT managers monitor and control who has access to sensitive documents. By making sure only the right people have access to the right documents, businesses can reduce their risk of data theft or misuse.
In addition to providing technology and solutions, MPS providers offer businesses expert advice and support. They can help organizations implement the most efficient printing strategies, provide technical guidance, and troubleshoot any problems that may arise. This allows businesses to focus on their core activities while leaving the management of their print environment in the hands of experienced professionals.
Reduced environmental impact
Having a managed print environment can also help reduce organizations’ environmental impact. Companies can leverage MPS to promote greener printing practices such as using recycled paper, energy-efficient devices, and toner recycling programs. Providers can also help businesses identify products and services that are more sustainable, allowing them to minimize their carbon footprint while improving cost efficiency.
One of the most appealing benefits of MPS is that it can help organizations reduce costs. By deploying more efficient devices, maximizing device use, and consolidating operations, businesses can save money on printing costs. Additionally, MPS providers often offer discounted supplies such as toners and ink cartridges, helping businesses keep their printing costs to a minimum.
Related reading: Managed print services: Why SLAs matter
Ultimately, MPS can be an invaluable asset for any organization looking to optimize its printing and document management processes. It can go a long way in helping businesses reduce costs, improve security, and enhance productivity, all while promoting sustainability. For these reasons, MPS is still relevant today and should be an integral part of any organization’s digital transformation strategy.
If you need help getting started with MPS or want to learn more about its benefits, reach out to one of our experts at Complete Document Solutions. We’ll help you understand your printing environment and develop the right strategy for success.