Partner Article

Business 101 : Know about Managed Print Services

High-tech devices have greatly improved the way business is conducted; business presentations are more interesting, information is accessed immediately, e-mail allows management to make instant decisions, big data gives management better analysis data they can use to make more informed decisions. Still, all of these efficient activities require a large amount of documents and information files to flow through the various department’s of a business. In fact, document management experts suggest that this volume increases by about 50% per year - which can mean a substantial cost increase in document management processes, equipment and print consumables; especially if managed print (MPS) and document services (MDS) aren’t implemented efficiently.

What are Managed Print and Document Services?

Both services are interrelated and relate to a business bringing printing and document services (scanning, saving, enlarging, minimizing) under control, thereby avoiding excessive cost but allowing your team members to get the information they need when they need it.

By entering into a partnership with a print and document management service company like Printercorp, you transfer much of the printing, unit maintenance, repair, upgrading, ink and paper supplying issues to a print and document management partner who has more experience in the field and can ultimately save your business money. This means printing costs that are measurable, transparent and lower.

Business 101: What You Need to Know about Managed Print and Document Services

High-tech devices have greatly improved the way business is conducted; business presentations are more interesting, information is accessed immediately, e-mail allows management to make instant decisions, and big data gives management better analysis data they can use to make more informed decisions. Still, all of these efficient activities require a large number of documents and information files to flow through the various departments of a business. In fact, document management experts suggest that this volume increases by about 50% per year - which can mean a substantial cost increase in document management processes, equipment and print consumables, especially if managed print (MPS) and document services (MDS) aren’t implemented efficiently.

What are Managed Print and Document Services?

Both services are interrelated and relate to a business bringing printing and document services (scanning, saving, enlarging, minimizing) under control, thereby avoiding excessive cost but allowing your team members to get the information they need when they need it.

By entering into a partnership with a print and document management service company like Printercorp, you transfer much of the printing, unit maintenance, repair, upgrading, and ink and paper supplying issues to a print and document management partner who has more experience in the field, who can ultimately save your business money. This means printing costs that are measurable, transparent and lower.

How Much Do You Currently Spend?

According to International Data Corporation, a recent survey performed on the IT departments of several corporations shows that most of these executives assumed that their printing and managed document services amounted to an insignificant cost. They didn’t realize the organization was spending a substantial amount of money on paper, toner, hard copies, machinery and maintenance, but also in hidden costs such as the time employees wasted in looking for information, getting the equipment ready, troubleshooting issues and working out print problems. IDC suggests this cost could be as much as 11% of revenue in the manufacturing industry, and as much as 15% in the healthcare field.

How can Managed Print and Document Services Lower My Operating Costs?

Primarily, these services streamline print and data management; meaning the IT department can spend less time dealing with print and document issues, and more time efficiently running the network, performing backups and working directly on corporate IT issues that help the company run more efficiently.

Additionally, when experienced print and document services are used, the experienced contracted staff offers impressive results completed in a fraction of the time it takes corporate employees to complete the same tasks.

Companies who have existing associations with print and document management service teams report seeing extensive cost savings in various areas, such as:

- A reduction in their ink and toner consumption.

- As the experienced MPS and MDS team handles all physical document processing, the business experiences fewer office machine repairs and hardware replacement costs.

- Many companies experience at least a 20% reduction in paper use.

- A reduction of man power hours in the IT department’s need to streamline workflows, and deal with workstation print issues.

- Fewer help desk calls.

- Improved document storage.

- Reduced environmental impact, especially because the MPS and MDS associated company implements recycling programs to eliminate parts, toner and print cartridges as well as recycling paper products.

Bottom Line

Creating a partnership with an MPS and MDS associate like Printercorp can bring direct measurable savings, as a result of the streamlining of document workflow, reduction of IT manpower hours used in troubleshooting print and document issues, and in the more efficient use of paper, print consumables and machinery. These costs can sometimes be substantial, offering savings of about 25% and sometimes even more, depending on the industry.

Michael Holmes is a longtime printing technician. He now advises businesses on their printing needs.Visit Printercorp.com.au to find out more about managed print services.

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This was posted in Bdaily's Members' News section by steve hannigan .