Managed Print Services
Managed Print Services (MPS) involve managing print devices such as copiers, printers, multifunction devices, and fax machines in a unified way to support your print needs while saving money. This can mean a wide variety of options from outsourcing your print and maintenance needs to integrating new technologies to better manage document flows and to monitor performance.
As defined in the above diagram, three core aspects of MPS are defined in the inner ring:
1. Management information with consolidated billing
2. Proactive maintenance
3. Ongoing optimization of entire environment
MPS are facilitated by key software applications that fall into one of four categories:
• Print Management software to manage the volume and nature of print and authenticate users
• Device Management software to monitor and manage the print devices in an environment
• Discovery and Design Software to analyze and plan for the change required in implementing a MPS
• Scan Routing software to route scans to various destinations including fax servers, network folders, email or workflows
Document Workflow Analysis
Besides optimizing your entire fleet using MPS, there is another way to cut costs and improve productivity: Document Workflow Analysis (DWA). DWA measures the variety of the documents you regularly produce in order to determine true cost of printing and to suggest best print solution for your company.
Usually DWA is conducted in following steps.
1. Determine objectives and challenges your business is currently facing in terms of meeting adequate printing needs within budget. Any concerns you have with existing equipments and future business growth needs to be addressed.
2. Take a complete inventory of existing print fleets. Through walkthrough and auditing, all the necessary data about monthly volumes for each machine, outsourcing data and associated costs will be collected to determine Total Cost of Ownership (TCO) to existing units.
3. Using aggregated data, a document analysis summary is presented including current productivity in core areas, options for cost savings and optimized workflow.
Recently, three vertical industries – financial services, legal and healthcare - have forged ahead with DWA, evidenced by Xerox and HP’s healthcare solutions that aim to store customers’ electronic medical records (EMR).
Cloud and Mobile Printing
Globally, 175 Million smart phones were sold in 2009 alone, up 24 percent over 2008. By 2012, smart phone sales are expected to exceed PC sales. So does the need to print directly from smart phones and other mobile devices including netbooks, tablets and readers such as iPad, Kindle, Asus and Galaxy Tab.
Cloud printing will meet these needs by providing following services.
1. Cloud print services (Google CloudPrint, HP ePrint),
2. Bobile print services (Apple AirPrint)
3. Wireless connections to select print models (HP ePrint, Epson PrintJini)
With this new technology, you can take care of your print needs across multiple platforms (PC, tablet, smart phones) and in multiple locations at hotels, airports, conference centers and branch offices.