Managed Print Services
MPS, or Managed Print Services, is a service provided by third-party companies to manage an organization’s printing infrastructure. It involves monitoring and optimizing print devices such as printers, scanners, copiers, and fax machines to improve efficiency, reduce costs, and streamline workflow. Here’s how MPS works and its benefits:
1. How Managed Print Services Work
- Assessment: The MPS provider assesses the organization’s current print environment to understand usage, costs, and needs.
- Optimization: They suggest changes to optimize device placement, replace outdated machines, and standardize equipment across departments.
- Monitoring and Support: MPS providers monitor device status, manage repairs, and handle maintenance. Some services also automatically order supplies, like toner, when levels are low.
- Usage Tracking and Reporting: MPS solutions often include software that tracks print volume and usage patterns by department or user, providing insights for further cost reduction.
2. Key Features of MPS
- Automated Supply Management: Automatically orders ink, toner, and other supplies when needed.
- Remote Monitoring: Tracks devices for maintenance needs, errors, or repairs.
- Security: MPS providers often enhance print security with secure print release, user authentication, and data encryption.
- Cost Management: MPS provides detailed reports on print usage, allowing organizations to manage expenses more effectively.
3. Benefits of Managed Print Services
- Cost Reduction: MPS minimizes costs by reducing unnecessary printing, optimizing device usage, and eliminating redundant devices.
- Enhanced Productivity: Ensures that all print devices are operational, reducing downtime due to repairs or maintenance.
- Improved Security: With secure printing and data management features, MPS providers help protect sensitive information.
- Environmental Impact: Reduces waste by promoting efficient printing practices, reducing paper and energy use, and responsibly managing e-waste.
- Centralized Management: Simplifies IT operations by centralizing print management under a single service provider.
4. Examples of MPS Providers
- Xerox Managed Print Services
- HP Managed Print Services
- Ricoh Managed Print Solutions
- Canon Managed Document Services
MPS is a strategic solution for organizations looking to streamline their print infrastructure, reduce costs, and improve security and efficiency across their printing operations.