Managed Print Service (MPS) means a lot more than just fixing machines and managing your toner and paper supplies. MPS is a strategic advantage for most businesses that can cut costs, streamline processes and provide better service to employees and customers.
However, not all Managed Print Services are the same. Print management providers are raising their game, and offerings are constantly evolving to meet the needs of a fast-changing marketplace. Here are the 5 key questions you should ask of any MPS:
1. Does Managed Print Help Control Security?
Here’s today’s scary fact: 63% of organizations said they’ve had a print-related data breach.
Printing breaches don’t necessarily mean a hacker has broken into your network. Printing breaches could be anything from confidential information lying around in printer trays waiting to be collected, to unauthorized access of documents stored on your network or in the cloud. Security is non-negotiable when it comes to a print management solution.
The good news is that an MPS provider will take care of issues like patching and updating the security on your printer networks, and eliminating back doors for hackers. A secure MPS provider should work with customers to provide printer security that fits your specific needs. For example, Velocity Urgent Care is a fast-growing healthcare company that needed multifunction machines that could print high volumes of patient information while ensuring that those documents could not be seen or taken by unauthorized persons visiting the medical clinics. GFC was able to install a new MFP model with secure features like lockable trays to protect confidential patient information
2. Will it Tell Me What I Need to Know?
Business needs are constantly evolving and extracting insight from data is crucial to continuous improvement. Look for reporting capabilities that monitor usage in real time to help improve security, accountability and efficiency.
For example, Cardinal Stritch University was using software to manage its print fleet, but had not been able to use advanced pint management features, or even include Mac users. After joining GFC’s ImageCARE MPS, we were able to install advanced monitoring through Canon’s PaperCut solution, allowing the organization to adopt just-in-time delivery. The University is now using 20% less toner and supplies because it was able to control it’s printer fleet.
3. Will It Make Life Easier for My IT Department?
Mutual Ground is a non-profit in Illinois serving victims of domestic and sexual violence. Like many non-profits, the organization has a limited IT budget, which meant staff often had to improvise or manage IT themselves. But thanks to the ImageCARE Managed Print program, the staff no longer has to worry about the IT tasks related to managing its printers. “I don’t have the time or credentials to be an IT person,” says Michelle Meyer, Executive Director, Mutual Ground. “Working with GFC takes IT off of my plate so I can focus on what we need to do to fulfill our mission.”
A print management solution should be easy to configure and administer and adapt to the changing demands of a busy print environment.
4. Will It Reduce Waste?
The basic principle behind MPS is to manage and control printers. One side benefit is that organizations can eliminate the amount of toner and paper being used.
Consider Sauk Prairie Healthcare, which was was looking for a more efficient way to manage its printer and copier fleet and associated supplies. One problem was supplies were stockpiled in all departments, taking up both valuable space and purchase costs. Gordon Flesch Company’s (GFC) analysts helped eliminate unnecessary machines and standardize on select models of copiers and printers. Additionally, the organization adopted GFC’s Just-in-Time delivery system eliminated the need for a supply closet which was full of toner and supplies that were not being used.
5. Will it Grow with My Organization?
This is a key question to ask your MPS solution provider. No print environment stands still as a company grows and expands. New users, departments and offices, both at home and abroad, make for a complex setup.
Add in new technologies and practices (such as mobile working, which will account for almost three-quarters of the US workforce by 2020) and a flexible, scalable approach is a must. A smart MPS program can actually reduce the size of your fleet, even if the company is growing. In the case of Velocity Urgent Care above, the company had acquired printers on an as-needed basis before joining GFC ImageCARE. When the company adopted our Managed Print Service, it simply had too many printers, many which were not being used very much. Starting with 30 printers for 8 locations, GFC redistributed resources, and now the organization has 15 locations but only 41 machines.
Today’s Managed Print solutions can benefit organizations of all sizes in unexpected ways. If you’d like to discover the benefits of a Managed Print program for your organization, contact us today for a no-cost, no-obligation Managed Print Needs Assessment.