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Many elements make up managed print services, which is why we compiled all of our resources just for you. After this conversation, our goal is to answer your immediate questions about managed print services and direct you to some deeper articles to build your knowledge base.
If you still have questions after reading, feel free to Contact Us. Now, let’s get started!
What is Managed Print Services?
As the third largest expense for a company after rent and payroll, your printers and copiers need to be monitored. That’s where Access Systems come in. As a managed print services provider, we take into consideration your business’s processes, printing output and devices to give you the best print strategy for your company.
What makes an effective print strategy?
A Print Strategy Should Consider:
Understanding your total cost of ownership, or TCO, of your printers and copiers is essential to evaluating your current print strategy. TCO includes multiple cost-focused factors: if you have purchased or are leasing your printers and copiers, how much money is spent on purchasing toner and ink cartridges and the cost per page. A high TCO takes money out of your budget for other essentials.
How Is Toner Purchased in Your Business?
Purchasing toner is a common obstacle our customers faced before partnering with Access Systems. Is each department responsible for budgeting and buying their own toner? Do you know how much they are spending, or how many different kinds of toner you have stored in your office? Without a managed print services provider, you can be wasting hundreds of dollars each year on buying the wrong toner or paying your employees to scour Amazon for the cheapest toner cartridges which can take hours of their valuable time.
Who Is Servicing Your Copiers and Printers When They Break?
Are you partnering with a managed print services provider who takes care of it after you place a service ticket, or do you service them yourself with your IT staff or Rob from accounting? Printer and copier repair isn’t something to overlook.
Are your service tickets resolved during the first visit? First call effectiveness minimizes downtime and is essential to getting your equipment up and running. At Access, we give our on-site copier repair technicians the tools they need to succeed.
When Can You Upgrade Your Copiers and Printers?
Technology is always advancing and that includes copier capabilities. By checking your current managed print services contract, you can determine if there is a clause about upgrading your equipment during the duration.
It's a Lot to Manage, but Thankfully You Don't Have to Do It Alone.
Unfortunately, 90% of companies don’t know what they are spending on their document output according to Gartner Group. This could be for many different reasons. You could be juggling different invoices from multiple print vendors, or purchasing power could be divided between multiple departments. Whatever the case may be, a managed print services provider can breakdown your spending, and with one invoice for all of your locations and departments, you can receive a customized invoice to see your click rate (or the cost for each printed page) and volume printed on each device, eliminating all of the guess work.
A hidden killer to a print strategy is personal printers. Do you know how many personal printers are scattered around the office? These hidden printers can leech on your department budgets (depending on how your ink and toner cartridges are purchased), and often are a result of the copier being too far away or not working consistently.
A managed print services provider can bring visibility to how many devices you actually have and the print volume of each printer and copier. With the help of a document management software, you can also break down how much each user is printing and incorporate security protocols. With more visibility, a managed print services provider will smooth out processes and help you achieve your goals.
After a print assessment and gaining an understanding about your needs and goals, Access Systems will be able to craft a managed print strategy just for you. Check out the instant benefits of a managed print services provider.
Is Managed Print Services Right for You?
From five devices to 55, managed print services will bring you more cost visibility, help smooth business efficiencies and be a business partner.
What a managed print service provider can do:
- Provide customized invoices
- Improve your office’s sustainability
- Fulfill your industry-specific compliance
- Save you money
Is your current managed print services provider measuring up? Evaluate them with these 7 questions.
Managed print services can benefit any business but is essential for print-heavy industries including but not limited to:
- Education
- Financial
- Government
- Healthcare
- Insurance
- Legal
- Medical
- Real Estate
Managed Print Services
| Managed Print Services | Outsource Printing | Retail (buying from Best Buy, Staples) | |
|---|---|---|---|
| Conducts Print Assessment | Yes | 🚫 | 🚫 |
| Reallocates Current Resources for Optimization | Yes | 🚫 | 🚫 |
| Supplies Toner | Yes | 🚫 | 🚫 |
| Repairs Printers & Copiers | Yes In-Person and Remote | 🚫 | 🚫 |
| Cost Visibility | Yes | 🚫 | 🚫 |
| Responsible for Equipment | Yes | 🚫 | 🚫 |
| Quarterly Reviews | Yes | 🚫 | 🚫 |
| Understands Your Unique Needs | ⭐️⭐️⭐️⭐️⭐️ | ⭐️⭐️⭐️ | 🚫 |
| User-Friendly | ⭐️⭐️⭐️⭐️⭐️ | ⭐️⭐️⭐️ | ⭐️ |
| Payment | Customized Invoices | Pay Per Project | You |
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Document Management Software
Document management software can improve your business’s processes and your employees’ productivity. In this day and age, most businesses adopt documents management software to control costs, improve visibility of printing volume, and fulfill compliance and security measures, but those are just three of the many different opportunities a document management software can bring to your business.
The Different Capabilities of Document Management Software
Document management software can create accountability for your print strategy. By bringing more visibility to who is printing what and to what device, you will be able to manage your print volume and therefore costs.
With a document management software in place, you can boost your security and fulfill compliance regulations. Multiple layers of security within the settings—including the system itself, data, user, by project and applications—provide access to only those who need it. For example, it can protect your Human Resources documents don’t get into the wrong hands. Data encryption, audit trails and destruction notices are all functions within document management software that help you fulfill your security compliances. Access Systems’ security experts will work with you to make sure your document management software is set up to protect you from compliance violations.
With all of the different capabilities of document management software, you can use it in the best way to fit your needs. Some businesses, usually schools or law firms, use document management software to understand how much each individual is printing, but healthcare facilities and accounting firms use it for document security and compliance regulations. A document management software is perfect for any paper-intensive business. Reach out to Access Systems today to see how a document management software can help your print strategy.
We partner with the best document management software to make sure you get the best solution, including:
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