Reduce Costs and Improve Productivity with Managed Print Services
Until recently, copiers, printers, faxes and scanners collectively known as the output equipments fleets or hardcopy device fleets were the most overlooked assets in almost all enterprises. Though the population of output fleets in the office environment has grown substantially there has been no marked improvement in its management. It continued to be the most overlooked underutilized and undermanaged assets languishing in the poor print rooms of the companies and organizations. This coupled with lack of proper asset management and page volume tracking led to costs spiraling out of control.
Gartner Group in its survey found out that most businesses spend between 1 and 3% of their total annual revenue in generating documents. However, enterprises do not have a proper system in place to find out the total print expenses and their actual print requirements. This negligent attitude of the companies and organizations towards the output fleets started to change with the advent of economic recession. Companies looking for ways to cut costs stumbled upon the opportunity for cost savings from output fleets. A comprehensive and strategic approach was required to turn the office print landscape from being unproductive and costly to productive and cost effective. That is what Managed Print Services (MPS) is all about. It is the process of assessing, designing, optimizing and managing the output fleets in a uniform fashion. It is an outsourcing service where the service provider takes the full responsibility of managing the company’s output fleets.
The core features of MPS are
· Proactive maintenance of the output devices fleets
· Information management with consolidated billing
· Ongoing optimization of devices, services and supplies throughout the contract life
The several service providers that engage in Managed Print Services (MPS) comprise of original equipment manufacturers (OEMs), systems integrators, managed service providers (IT and copier resellers) and supplies based providers. MPS providers make use of four main software applications when providing MPS namely
· Print Management Software
This software not only manages the nature and volume of print but also authenticate users.
· Discovery and Design Software
This software helps in analyzing and planning the changes that are required for implementing MPS.
· Device Management Software
This software monitors and manages the output fleets in an environment.
· Scan Routing Software
This software helps to route scans to fax servers, network folders, email, workflows and so on.
With Managed Print Services, enterprises can benefit from 30% cost savings, secure printing, proactive monitoring and reduced total cost of ownership.
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