Large enterprises make use of managed print services (MPS) to reduce costs and vastly increase daily efficiency. While corporations benefit from the ability to implement these types of solutions through executive order, governments and educational institutions typically have more formal decision-making processes.
This marked difference means that some organizations most in need of MPS solutions fall behind on implementation. However, the benefits that these solutions offer should not be overlooked. MPS solutions offer the following advantages to institutions:
- Printing cost reductions of anywhere from 10% to 30%
- Reduced hardware requirements
- Greater availability of IT resources
- Predictable, regulated expenditures
- Improved printer availability and uptime
- Reduced paper consumption and carbon footprint
- Greater information security
Since all of these benefits are centered around the printing and transmission of documents, they are uniquely suited to improving the efficiency of bureaucratic institutions. They also help with green initiatives. According to Fed Tech Magazine, MPS solutions improve paper conservation efforts – a single ton of recycled paper saves enough energy to power the average U.S. home for six months.
Managed Print Services for Schools
Educational institutions are uniquely positioned to benefit from managed print services (MPS) solutions. Schools, colleges, and universities are paper-intensive institutions that need to constantly output enormous volumes of documents for students, teachers and administrators alike.
The Tulsa School District is already saving up to $200,000 per month through an incorporated MPS system. This is a huge improvement compared with the level of savings a similarly large enterprise would expect.
Individuals who represent an educational institution and wish to generate savings on this level need to undergo a print environment assessment. Since schools and universities have unique needs when it comes to printing, a managed print services (MPS) provider should have experience in education to be trusted with the process. The efficiencies that apply to business enterprises do not translate well to the education environment.
Importantly, schools and universities need to find MPS providers that are willing to work with their existing equipment. This can be challenging, but the value derived from a rip-and-replace approach is usually inferior to one that focuses on optimizing existing equipment. To some degree, device replacement will be necessary, but it should be a value-oriented decision.
Managed Print Services for Government Institutions
Government institutions are well-suited to implementing MPS solutions for cost-reduction purposes. These types of solutions offer faster output speeds, better image quality, and improved scanning capabilities that all represent important boosts to production for government entities.
Additionally, the elimination or reduction of ownership concerns such as maintenance, storage, and disposal allow government institutions to focus more clearly on the public goods and services they offer.
Government institutions that seek to enjoy these benefits must pay attention to a set of important criteria for choosing an MPS provider, however. Chief among government concerns are:
Output Tray Security
Most modern multi-function printing devices are susceptible to security vulnerabilities that government entities need to mitigate. Any government-contracted MPS provider must implement a clear and highly effective security policy. In some cases, it may be necessary to implement multiple levels of clearance in order to accommodate different levels of data confidentiality.
Government network infrastructure is also susceptible to cyberattack, and must be appropriately encrypted to prevent data leakage. Any MPS provider working for a government agency needs to be able to adhere to the agency’s existing data security policy, which includes encryption for locally transmitted data.
Some government institutions wish to contract MPS providers for basic managed print services, while others need full-fleet management. In many cases, these needs change based on conditions not directly under the institution’s control. As a result, institutions will have better results working with flexible MPS providers who can scale their services to meet abruptly changing needs and who optimize their infrastructure towards that end.
Government contracts are lucrative targets for MPS providers. A 750-employee print environment requires 3,700 hours of IT support per year, according to Photizo Group, and an MPS provider who can deliver secure, flexible savings in that environment stands to gain sizable ground in this quickly growing industry.
Donnellon McCarthy Enterprises is a document solutions provider that specializes in managed print services for enterprises, institutions, and governments. Find out more about our printing systems and solutions by contacting us today.