Managed Document Services
Gartner research shows that actively managing office printing can reduce operating expenses by between 10 and 30 percent.
How can Managed Print Services Help Your Business?
Beyond Cost Savings, Clients Cited the Following Benefits for
Managed Print Services adoption.
What's Most Important To You?
- Reducing Paper & Supplies Consumption
- Controlling and Reducing Color Usage
- Reduce Device Power Consumption
- Consolidating Vendors - Centralizing and managing office printing will result in immediate savings.
- Gain visibility into printing analytics - Track usage over time and evaluate trends which allow for informed decisions and right sizing equipment and lowering your total cost of operation (TCO).
- By its very nature, MPS makes more time available to staff members and promotes more efficient use of paper processes:
- Saving staff and IT time with printer management – Managed Print Services proactively identies and solves printing problems and replenishes device supplies.
- Saving in staff time - How much employee time wasted running to the printer, filing papers, and reprinting misplaced paperwork?
- Savings in IT resources - The savings in IT resources is dramatic. On average, 10 percent of IT staff time is spent managing printers and print services. When you consider the average IT employee makes $80,000 per year or more, that’s more than $8,000 per IT staff member for printer support.
- Fewer help desk calls – More than 50 percent of help desk calls are for printer problems according to Gartner.
- Better business process management – Contracting an MPS provider means better business organization. It formalizes paper flow in a way that naturally increases efficiency and reduces waste. Employees will think more carefully about processing the paper they generate.
- Document and Device Security
- Organizations that have to maintain secure paper documents and deal with regulatory issues, such as HIPAA or Sarbanes-Oxley, can benefit from MPS in multiple ways:
- Secure paper processing
- Secure paper processing
- Secure document storage
- Secure document storage
- Digitization of sensitive documents for archiving and eDiscovery.
- Improving efficiencies and facilitating document workflow.
- Manage color - making it more accessible and affordable.
- Convert paper-bound processes to digital processes that can be automated and managed through the enterprise.
- Educate users to improve document workflows and increase productivity.
- Integration with mobile print and unified communication platforms.
- Provide IT support for network integration, including cloud-based solutions.
- Create awareness & encourage on-going Improvement.
- Consistency and long-term business partners.
- Protect your investment - A Managed Print Program acts as an insurance policy against premature replacement of printers, extending the life of your current assets and reducing expenses related to purchasing replacement printers.
- Hardware as a Service - Update hardware with all-inclusive service, parts and supplies needed to operate the equipment. Our program includes flexible options to upgrade your aging devices when they become unreliable. Less downtime means less frustration for your team.
- CapEx to OpEx – Instead of obtaining new equipment, capabilities and software as a capital expense (CapEx), more organizations are obtaining them as an operating expense (OpEx) to free up budget and provide flexibility.
- Fleet rationalization, equipment consolidation or optimization.
- The right device for the right environment. Maximize efficiency.
- Optimize, monitor and manage company-wide device usage and supply consumption throughout the organization.
- MPS consolidates device management and ording which yields savings in a number of ways:
- Less wasted paper – Companies can reduce their hard copy costs by as much as 30 per cent by consolidating copiers, multifunction printers, and paper.
- Fewer print supplies – Consolidating print services means fewer machines, which means fewer types of toner, ink cartridges, and machine-specific supplies to stock.
- Fewer copies - By eliminated departmental printers you will change employees’ printing habits. They will be less likely to make paper copies of email messages for paper files, or printouts of their resumes or favorite recipes using MPS equipment.
- More cost-effective purchasing processes – By centralizing print services, companies centralize ordering. This means stocking enough print materials, rather than duplicating paper, toner, ink cartridges, and other supplies in each department.
- Offers innovative ways to reduce your carbon footprint, usage and waste.
- The move toward greener business practices is a major motivator for many organizations, and migrating to MPS
to save paper and reduce carbon emissions is an important part of their environmental commitment.
- Sustainability - Reducing user output, materials waste and energy consumption and thereby reduces the company’s
- A greener workplace is also a healthier workplace - Statistics from the Green Business Bureau show that promoting a
greener work environment reduces employee sick days by as much as 20 percent.
- Service your printers, don’t replace them - By extending the usable life of these assets, the environmental impact associated with the printer hardware is reduced.
- Eliminate Wasteful Printing - Some studies show that 17% of all print jobs go unclaimed at the printer. Introduce “secure”
and/or “follow you” print workflows to reduce printing and paper costs, and also create a more secure print workflow.
- Promoting a Sustainable Office - More organizations are disclosing their Corporate Social Responsibility performance,
offering metrics to demonstrate how they are reducing carbon emissions and using green business practices.
- Sustainability Goals & Gamification Dashboard - Empower and motivate employees to change their own habits by giving
them instant feedback and statistics.
What does our Managed Print Services Include?
Device Hardware Solutions
to Fit Your Needs
Proactive Remote Fleet Monitoring & Management
Auto Supply Replenishment
Flexible Program Agreement & Billing Options
No Hidden Fees
Nationwide Service Support & Dispatch
Trained and Certified Technicians - 95% First Call Fix Rate
Guaranteed Service Response - Same or Next Business Day On-Site Repairs.
Remote Support for Quicker Issue Resolution - Driver Configurations and Training.
Help Desk Integration
Advanced Usage Analytics
Ongoing Reviews - Gain Peace of Mind
Even More Benefits with Enterprise Content Management
When you take the extra step to promote a paperless office, scanning and storing all paper documents as part of Managed Document Services, the efficiencies increase and the ROI returns are even more dramatic. Here are some of the savings for Enterprise Content Management:
Every paper document is duplicated an average of 19 times, and many of those copies are unnecessary because the original copy was misplaced or misfiled. If you can create a central archive you can regain control of document duplication. Rather than making paper copies and worrying about version control or circulating outdated reports or paperwork, creating a single repository for business-critical paperwork means everyone has access to the same documents.
By using a centralized document storage strategy, such as cloud storage, documents can be accessed from anywhere. You can share electronic files with partners, suppliers, coworkers, or anyone more quickly and efficiently.
More than 7 percent of all business documents are lost and 3 percent are misfiled. Much of employees’ wasted time is spent hunting down lost paperwork. Using a searchable central data archive means all paperwork is indexed, tracked, and stored so it is never lost and available for easy retrieval at any time.
Many managers fail to appreciate how much space paperwork actually takes, and office space is usually the second highest business expense after payroll. There are 15,000 sheets of paper in the average file cabinet drawer; a lateral file drawer holds 22,000 sheets of paper; and a standard size banker’s box can store up to 3,500 sheets of paper. With office real estate space continuing to increase per square foot, that’s a lot of wasted office space that you can reclaim by eliminating paper document storage.
Using Enterprise Content Management To Improve Document Security
Enterprise Content Management can be a highly valuable part of Managed Print Services for customers who can benefit from electronic document archives. One of the biggest advantages of using document imaging is greater security for sensitive business documents.
Document imaging has historically been described as a means of using software-based computer systems to convert, capture, store, and reprint paper images. Scanning and archiving paper documents can be incredibly time-consuming, which makes it logical to consolidate it within a single in-house service dedicated to handle document scanning and providing secure storage and access to scanned paper documents.
The first step is to convert paper documents into digital files. Today’s multi-function devices make it as easy to create e-documents as it is to make photocopies, although the process can take time and usually requires an established workflow. Once the documents are converted to electronic form, they need to be indexed, organized, and stored in an archive for ready access, usually on an enterprise server or in the cloud.
Paper documents can be converted on-site and sent electronically to an offsite document storage or cloud server for safekeeping. Once the physical paperwork is converted to digital form it is much easier to manage and secure.
Digitizing business-critical paperwork and archiving it in a central repository provides better security.
Paper documents tend to get lost or misfiled. Sensitive paperwork also has to be securely stored in fireproof files or some storage facility that offers protection against fire, flood, or natural disaster. However, the paperwork is still in paper form, which means it can be susceptible to the ravages of time, mold, and pests.
With a digital archive you have eliminated the paper problem. All business-sensitive documents are stored on secure server or in the cloud. Since the documents are now in digital form, secure copies can be backed up to mirrored storage devices or even to disk or tape and secured off-site.
Centralizing electronic paperwork also means you have more control over who can access documents.
If the company is scanning images in-house using a shared device, such as a departmental scanner, be sure they have a protocol to authenticate network users who can access the scanning device. Using an existing network security system along with password authentication will help secure the documents imaging process. Using a network document management system allows the IT department to control scanner access rights, such as the ability to share files via email.
Another advantage to managing in-house resources is it creates an audit trail. The activity log shows who has used the system and what documents have been scanned. This is not only useful for document security but can help with administrative functions, such as billing specific departments or clients for usage.
For extra security, scanned documents can be encrypted before they are archived or sent over public networks. Encrypted digital documents can be shared via email with a password or decryption key sent separately to unlock the file. Or files can be encrypted for secure transfer for off-site digital storage.
Once documents are digitized it’s easy to secure document access using a document management system.
Document management allows you to secure electronic documents using authentication, password protection, and other security protocols. For example, you can program the system so that only authenticated users in the finance department have access to payroll records. Or sensitive strategic documents can be locked for access only by specific senior managers.
The beauty of using electronic documents is you have centralized control. That means you can monitor who accesses paperwork with login/logout protocols, create audit stamps, and generate access logs. It also provides version control so all users have the same version of the same document, including rollback support to previous versions.
Centralizing document access also lets you control how documents are accessed. For example, documents can be locked for access only by authorized users on authorized devices. Users can be prevented from accessing sensitive documents on mobile devices, or prevented from printing or copying proprietary material.
For customers in highly regulated industries, the ability to securely archive and retrieve documents for eDiscovery may be more than enough justification to implement document imaging.
For example, financial service companies are monitored by FINRA, and medical providers need to comply with HIPAA. In the event of an audit, if they can’t produce specific documents on demand and prove those documents are secure and properly managed the fines can run into millions of dollars.
Document imaging as part of document management solves regulatory compliance concerns. It provides secure data storage protocols which can be structured to conform to any regulation. It also provides the necessary access and audit trails and can prove that sensitive data such as patient records are being properly stored and handled.
Most importantly, documents don’t get lost. All the organization’s paperwork is indexed with Meta tags for identification, and the content is searchable. In the event of an audit an eDiscovery request will yield all the necessary paperwork without having to hunt through paper files or worry about misfiled or mislaid paperwork.