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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 reach out to us today.
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 yourselves with your IT staff or Rob from accounting? Printer and copier repair isn’t something to overlook.
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 printers are hidden underneath your employees’ desks? Take a walk around and check, we’ll wait here for you. 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 breakdown 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.
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
Managed print services can benefit any business but is essential for print heavy industries including but not limited to:
- 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||🚫||🚫|
|Repairs Printers & Copiers||Yes In-Person and Remote||🚫||🚫|
|Responsible for Equipment||Yes||🚫||🚫|
|Understands Your Unique Needs||⭐️⭐️⭐️⭐️⭐️||⭐️⭐️⭐️||🚫|
|Payment||Customized Invoices||Pay Per Project||You|
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:
Is a Refurbished Copier or Printer Right for Your Business?
A refurbished printer or copier is like leasing or purchasing a new-to-me car from a managed print services provider. When purchased from a reliable source, you know it is going to work. A pre-owned or refurbished copier is a cost-effective option for you, if you do not want to lease or purchase a new copier. When leasing a refurbished copier, all needed repairs that come from an older or used machine is covered by your service agreement with a managed print services provider.
At Access Systems, we follow these steps to make sure any refurbished copier is perfectly functioning before installation.
- Check all moving parts to make sure they are working effectively
- Wipe the hard drive
Hard drive security is an often-overlooked measure. When selling or returning a leased copier, erasing your data from the hard drive is essential to your security. Every document that is printed is sent to the hard drive, storing valuable data. If not properly erased, this information can violate your compliances. It is essential to check with your managed print services provider about their strategy for hard drive security.
To protect you, Access Systems can make sure your data is wiped clean.
Our Fleet Management Program
We know one-size does not fit all, when it comes to managed print services, that’s why we want to be your partner. As an independent dealer, we are not loyal to a particular brand, which means you get the best solution that fits your needs and goals. Throughout the entire process, we have a consultative initiative, because we want you to succeed.
Our consolidative approach works within your current print environment to find the most efficient and economical way to right-size your printing needs.
That’s why we begin every managed print services relationship with a print assessment.
A free print assessment allows us to evaluate your current print environment and understand your business’s processes and goals. This allows us to create the best managed print solution.
How Does It Work?
- Talk with the users to understand their problems and concerns
- Identify devices, even those hidden printers under desks, and inventory
- Take a first meter read (meter reads let us know the volume you are printing on each device)
- Analyze current spend – review all leasing documents and supply invoices
- Take a second meter read
- Co-author a customized managed print solution
The two-week print assessment gives us the tools to build you a managed print strategy covering all of your needs.
Our Goals for You:
With cost accountability, you will know how much you are spending on printing and supplies. Our universal cost per page allows you to know exactly how much each page costs to print, even be able to track spending on color as well as black and white pages. We set up your copiers and printers to be as cost efficient as possible while fulfilling your business’s needs.
Standardizing your equipment will ease the burden of storing different toner cartridges and be more user-friendly for your employees. Instead of ordering toner for every printer that is hidden under your employee’s desks or trying to use a different copier interface, having one or two brands is more manageable than six or more unique devices.
Partnering with an experienced managed print services provider, like Access Systems, will increase productivity. No longer does your office manager need to spend hours scouring the internet for the cheapest toner. They can simply fill out an online form on our website. Your IT personnel won’t need to work on your copiers or printers anymore. Printer and copier repairs are our expertise. With Access Systems, your employees can focus on their essential tasks instead.
Elite Copier Service
With over 50 technicians across Iowa and Omaha, Access Systems guarantees your copier and printer will be back up and running in as little as 4 hours. Instead of waiting for shipping, our technicians carry common parts in their car. If they don’t have what you need, our warehouses in Cedar Rapids and Waukee may.
Our Managed Print Program will:
- Work with your procurement staff and key leaders to develop a purchasing strategy
- Offer customized and detailed invoicing
- Guarantee replacement for the term of contract
- Reduce the burden on your IT department
- Lower (in some cases) the overall cost of printing up to 30%
- Proactively identify and solve potential problems before employees are affected
- Continuously monitor your printing strategy and make ongoing improvements
At Access Systems, we understand the ever-changing business complexities are challenging, which is want to make sure you are confident in your managed print services provider. We understand business changes can be complicated and sometimes confusing, which is why we are here to answer your questions and help you make the best decisions for your company.
Our managed print services experts are looking forward to helping you along the way. You can email us here, give us a call at 888-464-8770 or fill out the form below.