Managed Print Services · Brand-neutral · 48 states + DC
Cut print costs and stop the toner panic for good
Efficient and secure management of print resources is crucial for maintaining productivity and controlling costs. Managed Print Services (MPS) offer a comprehensive solution to these challenges, enabling businesses to streamline their print operations, reduce expenses, and enhance security.
At 1-800 Office Solutions, we specialize in delivering top-notch MPS tailored to meet the unique needs of businesses across various industries. Brand-neutral across HP, Xerox, Canon, Ricoh, Konica Minolta, Kyocera, and Sharp. We match the plan to your fleet, not the other way around.
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How to Implement Managed Print Services
1Assessing Your Print EnvironmentStep 1
2Choosing the Right Devices and SolutionsStep 2
3Working with Service ProvidersStep 3
4Setting Up a Print Program and Management SoftwareStep 4
The first step in implementing Managed Print Services is to assess your current print environment. This involves evaluating your printer fleet, understanding your print workflows, and identifying areas for improvement. An MPS provider can help you analyze your print environment and develop a plan to optimize it.
Selecting the right devices and solutions is crucial for the success of your MPS implementation. Consider factors such as print volume, security requirements, and the specific needs of your business. Competitive in-class printers, multifunction devices, and solutions that integrate seamlessly with your existing workflows are ideal choices. HP and Xerox offer a range of devices that can be tailored to meet your needs.
Partnering with a reliable Managed Print Services provider is essential for a successful implementation. Look for providers with a proven track record, expertise in your industry, and the ability to offer comprehensive managed print services. Service providers should offer end-to-end solutions, including fleet management, document management, security services, and help desk support.
Once you have chosen your devices and service provider, the next step is to set up a print program and management software. This involves configuring your print environment, setting up monitoring and management tools, and training your staff on how to use the new system. Management software helps track print usage, manage supplies, and ensure that all devices are performing optimally.
What are Managed Print Services?
Definition and Meaning of MPS
Managed Print Services (MPS) involve outsourcing the management and optimization of a company's print environment to an external provider. This includes overseeing the entire printing process, from devices and supplies to workflows and maintenance. By leveraging MPS, businesses can ensure their printing operations run smoothly, efficiently, and securely.
Key Components of MPS
Fleet Management. Managing and maintaining a company's fleet of printers and copiers. Includes monitoring device usage, performing regular maintenance, and ensuring that each device performs optimally.
Document Management. Solutions to manage and streamline document workflows: digitizing paper documents, implementing secure document storage, and automating document retrieval to reduce manual work.
Security Services. Ensuring the security of printed documents. Providers implement measures to protect sensitive information from unauthorized access and data breaches: secure print release, encryption, hard-drive sanitization, and compliance reporting.
History and Evolution of MPS
The concept of MPS dates back to the 1990s when companies began to recognize the inefficiencies and high costs associated with managing their print environments in-house. Initially, MPS focused on providing basic fleet management services.
However, with advancements in technology and the increasing importance of data security, MPS has evolved to offer comprehensive solutions that address a wide range of printing needs. Today, MPS encompasses fleet management, document management, and security services, making it an integral part of modern business operations.
What we do for you
Everything that lives between your users and their print jobs. We run it. No bolt-on upsells, no per-incident toner orders, no surprise service-call invoices.
Fleet Management & Printer Fleet Optimization
Effective fleet management is at the core of MPS. Providers monitor and manage the entire printer fleet, ensuring that devices are used efficiently and maintained regularly. This includes tracking device usage, performing preventive maintenance, and optimizing device deployment to meet the changing needs of the business.
Document Management & Workflow Automation
MPS providers offer advanced document management solutions that streamline document workflows. This includes digitizing paper records, implementing secure document storage, and automating document retrieval processes. Workflow automation helps reduce manual interventions, improve process efficiency, and ensure that documents are easily accessible when needed.
Help Desk & Support Services
MPS providers offer comprehensive help desk and support services to address any issues that arise. This includes technical support for printers and copiers, assistance with device configuration, and troubleshooting of print-related problems. By providing timely and effective support, MPS providers help ensure that print operations run smoothly and efficiently.
Security Services
Security is a top priority for MPS providers. They implement a range of security measures to protect sensitive information. This includes secure printing solutions that require user authentication, encryption of printed documents, and regular security assessments. By ensuring the highest level of security, MPS providers help businesses protect their information assets and comply with data protection regulations.
Benefits of Managed Print Services
Four ways MPS changes your print economics.
Cost Reduction
One of the primary benefits of MPS is the significant cost savings it offers. By optimizing print workflows and consolidating print resources, businesses can reduce print costs and lower their total cost of ownership (TCO). MPS providers help identify areas of inefficiency, implement cost-saving measures, and provide predictable pricing models that simplify budgeting.
Improved Security
Security is a critical concern for businesses, particularly when it comes to handling sensitive information. MPS providers implement robust security measures to protect against unauthorized access and data breaches. This includes secure printing solutions, encryption, and regular security assessments. By ensuring the highest level of security, MPS providers help businesses comply with data protection regulations and safeguard their information assets.
Enhanced Efficiency
MPS enhances workplace efficiency by streamlining print workflows and reducing downtime. By managing and maintaining the print fleet, MPS providers ensure that devices are always in optimal condition. This reduces the need for manual interventions and allows employees to focus on their core tasks. Additionally, MPS providers offer digital transformation solutions that integrate print workflows with digital processes, further enhancing efficiency.
Environmental Benefits
Sustainability is an important consideration for modern businesses. MPS providers help businesses achieve their sustainability goals by implementing eco-friendly practices. This includes using original HP supplies that are designed to minimize environmental impact, reducing paper waste through digital workflows, and optimizing device usage to reduce energy consumption. By adopting MPS, businesses can contribute to environmental conservation while improving their print operations.
Three plan shapes. One contract. Pricing your CFO can model.
Custom tiers available for 50+ devices or multi-site fleets. Same supply automation, same monitoring stack, same secure-print baseline at every tier. The difference is scope.
Starter MPS
Best for 10–50 user offices with 1–5 devices and predictable monthly volume.
Annual agreement · up to 5 devices
- Up to 5 printers / copiers
- Automated toner replenishment before you run out
- All parts & labor included, zero service-call fees
- Remote monitoring & meter reads
- Quarterly business reviews
- Brand-neutral, works with your existing fleet
Business MPS
Best for 50–200 user offices that need secure print and compliance reporting.
Annual agreement · up to 20 devices
- Up to 20 devices
- Everything in Starter
- Secure print release with user authentication
- Document workflow automation
- Compliance reporting (HIPAA, PCI, SOX, GLBA)
Enterprise MPS
Multi-site fleets, 50+ devices, on-site coverage.
Scoped by devices, sites
- 50+ devices, multi-site
- Advanced security with SOC integration
- On-site technician coverage
- Full digital transformation program
Types of Managed Print Services
MPS comes in several flavors. We help you pick the right one based on your fleet, industry, and goals. We are not a single-OEM dealer trying to standardize you onto our shelf.
HP Managed Print Services
HP is a leading provider of MPS, offering solutions that cater to businesses of all sizes. HP Managed Print Services include fleet management, document management, and advanced security features. HP's solutions are designed to reduce costs, improve efficiency, and enhance security. Key offerings include HP's comprehensive print management solutions, HP MPS, and the integration of original HP supplies to ensure optimal performance.
Xerox Managed Print Services
Xerox is another major player in the MPS market, known for its innovative solutions and robust security features. Xerox's ConnectKey technology enhances the functionality of printers and copiers, enabling seamless integration with digital workflows. Xerox MPS focuses on reducing print costs, improving productivity, and ensuring the highest level of security for printed documents.
Comprehensive Managed Print Services
Comprehensive MPS providers offer a wide range of services tailored to meet the specific needs of businesses. These services include fleet management, document management, security services, and help desk support. Comprehensive MPS ensures that all aspects of a company's print environment are optimized for efficiency and security.
Third-Party Service Providers
Many businesses opt to work with third-party MPS providers who offer customized solutions. These providers often have partnerships with leading printer manufacturers like HP and Xerox, allowing them to offer a diverse range of services. Third-party providers can help businesses manage their print assets, optimize workflows, and enhance security, a flexible and cost-effective alternative to in-house management.
Brand-neutral: we manage every major OEM in your fleet
Plus PaperCut for print management and secure release.
Industries we serve
MPS delivers the highest ROI in compliance-heavy, print-heavy environments. Below are the four sectors where we see the fastest payback.
- HealthcareHIPAA-compliant secure print, patient record workflows, HP healthcare solutions.
- Banking & InsuranceSOX and GLBA-ready. Highest-tier security for financial documents.
- ManufacturingShop-floor & office print optimization across the manufacturing value chain.
- EducationDistributed campus printing, cost controls, student & faculty workflows.
Healthcare
Managed Print Services are essential in the healthcare industry, where patient confidentiality and data security are paramount. HP healthcare print solutions, for example, support healthgrade patient and care standards by ensuring that all print workflows are secure. Managed Print Services in healthcare help maintain patient privacy with the most secured printing flows, manage paper records efficiently, and support a distributed workforce of healthcare professionals. The integration of MPS helps healthcare providers meet regulatory compliance and improve overall patient care.
Banking and Insurance
In the banking and insurance sectors, data security and efficient document management are critical. Managed Print Services offer the highest level of security for printed documents, protecting sensitive financial information from unauthorized access. These services also streamline document workflows, reducing print costs and enhancing workplace efficiency. With MPS, financial institutions can manage their print environment effectively, ensuring that all documents are handled securely and efficiently.
Manufacturing
Manufacturing businesses benefit from Managed Print Services by optimizing their print environment to support the manufacturing value chain. From design to delivery, MPS helps manage print assets on the shop floor and in offices, reducing costs and improving process efficiency. By implementing MPS, manufacturers can drive innovation, improve workplace efficiency, and ensure that all printed materials meet high standards of quality and security.
Education
Educational institutions rely on Managed Print Services to handle large volumes of printed materials while ensuring data security and cost efficiency. MPS helps schools and universities manage their print environment, support a distributed workforce, and transform education through digital workflows. By using competitive in-class printers and multifunction devices, educational institutions can create safer user experiences, reduce costs, and maximize their IT investments.
Managed Print Services FAQs
Common questions from businesses comparing MPS providers. If yours isn't covered, call (888) 574-5120 and a print specialist will answer.
What are Managed Print Services (MPS)?
Managed Print Services (MPS) involve outsourcing the management and optimization of a company's print environment to an external provider. This includes overseeing the entire printing process, from devices and supplies to workflows and maintenance. By leveraging MPS, businesses can ensure their printing operations run smoothly, efficiently, and securely.
How much can MPS save my business on printing costs?
Most businesses reduce their total cost of print by 20 to 30 percent in the first year of MPS. Savings come from consolidating under-utilized devices, eliminating emergency toner orders, stopping service call fees, optimizing device placement, and reducing waste through print policies. MPS providers help identify areas of inefficiency and implement predictable pricing models that simplify budgeting.
Do I have to replace my existing printers to use MPS?
No. We are brand-neutral and work with your existing HP, Xerox, Canon, Ricoh, Konica Minolta, Kyocera, Sharp, Brother, and Lexmark equipment. We only recommend consolidating or upgrading devices when the math clearly shows it saves you money. Many MPS programs begin by covering your current fleet and only replace devices at end-of-life.
How does MPS improve print security?
MPS providers implement robust security measures including secure print release (user authentication at the device before pages print), encryption of jobs in transit, hard drive sanitization, regular firmware patching, and documented audit trails. This helps businesses comply with HIPAA, PCI-DSS, SOX, and GLBA requirements and protects sensitive information from unauthorized access.
What is included in 1-800 Office Solutions' MPS contract?
Every MPS agreement includes fleet monitoring, automated toner replenishment (before you run out), all parts and labor for repairs, preventive maintenance, secure print configuration, quarterly business reviews, and transparent cost-per-page pricing. No service call fees. No emergency toner panic. No surprise line items.
Which industries benefit most from Managed Print Services?
MPS delivers the highest ROI in industries with high print volume and strict compliance requirements: healthcare (HIPAA, patient records), banking and insurance (GLBA, SOX), manufacturing (shop-floor documentation), education (distributed campuses), legal (discovery and client privilege), and professional services. Any business printing more than 5,000 pages per month typically sees meaningful savings.
Is there a long-term contract required?
Our standard MPS terms are 36 to 60 months, which matches typical printer lease terms. Month-to-month agreements are also available with a 30-day notice clause. Quarterly business reviews ensure we adjust the plan as your volumes and needs change, so you are never locked into a plan that stops working for you.
Free print assessment
Streamline Your Printing with Managed Print Services
Enhance efficiency and reduce costs with 1-800 Office Solutions' Managed Print Services. Our comprehensive solutions optimize your print environment, manage supplies, and provide proactive maintenance. Contact us today to discover how our managed print services can streamline your operations and boost productivity.
Get my free print assessment ↑or call (888) 574-5120