Printing is often one of the most overlooked costs in a business. Many organisations do not know how much they print, which devices are being used most, how much toner is being wasted or how many confidential documents are left at printers.
Managed Print Services, often called MPS, help businesses monitor, manage and optimise their printing environment.
The goal is simple: gain visibility, reduce waste, improve security and make print infrastructure easier to manage.
What Are Managed Print Services?
Managed Print Services refer to the tools, processes and support used to manage a business’s print environment.
This can include:
- Printer fleet monitoring
- Meter collection
- Supplies tracking
- Toner management
- Device diagnostics
- Print usage reporting
- Service alerts
- Secure print release
- User authentication
- Cost recovery
- Print rules and policies
- Ongoing optimisation
Instead of managing printers reactively, MPS gives businesses a more proactive and data-driven approach.
Why Printing Costs Are Often Hidden
Print costs are often spread across different areas of the business.
Costs may include:
- Paper
- Toner and consumables
- Device maintenance
- Service calls
- User time
- IT support
- Unnecessary colour printing
- Wasted print jobs
- Uncollected documents
- Manual meter readings
Without print management software, it is difficult to see the full picture.
How Managed Print Services Reduce Costs
1. Better Visibility Over Print Usage
MPS helps track how much is being printed, where printing is happening and which devices are used most often.
This allows businesses to identify waste and make better decisions about printer placement and usage.
2. Automated Meter Collection
Manual meter readings take time and are prone to errors. Managed print software can collect meter data automatically.
This improves billing accuracy and reduces admin work.
3. Supplies Monitoring
MPS tools can monitor toner and supplies levels. This helps avoid emergency supply orders and reduces unnecessary stockpiling.
4. Device Optimisation
Some printers may be overused while others are underused. MPS reporting helps identify whether the fleet is balanced correctly.
5. Print Rules
Businesses can apply rules to control printing behaviour, such as limiting colour printing or encouraging duplex printing.
6. Secure Print Release
Secure printing helps reduce wasted print jobs because documents are only released when the user authenticates at the printer.
Managed Print Services and Security
Printing can create security risks, especially when confidential documents are printed and left unattended.
Secure print release helps protect sensitive information by requiring users to authenticate before their print job is released.
Authentication methods may include:
- RFID cards
- NFC cards
- BLE mobile authentication
- PIN codes
- Proximity cards
This is especially useful in shared offices, finance departments, healthcare environments, legal firms, schools and government offices.
Managed Print Services and Supplies Management
Supplies management is one of the most practical benefits of MPS.
With the right software, businesses can monitor:
- Toner levels
- Drum status
- Consumable usage
- Estimated days to empty
- Device alerts
- Supply-related errors
This helps teams plan ahead instead of reacting when toner runs out.
Managed Print Services and Printer Fleet Monitoring
Printer fleet monitoring gives businesses a central view of their devices.
This can include:
- Device name
- IP address
- Serial number
- Location
- Current status
- Meter readings
- Supply levels
- Error alerts
- Last active date
For multi-site organisations, this visibility is especially valuable.
Common Signs Your Business Needs Managed Print Services
Your business may need MPS if:
- You do not know how much printing costs
- Meter readings are done manually
- Toner runs out unexpectedly
- Users print unnecessary documents
- Confidential documents are left at printers
- IT spends too much time fixing printer issues
- You have multiple printer brands and locations
- You lack reports on usage and costs
- Your printer fleet has grown without proper planning
If these issues sound familiar, MPS can help create control and visibility.
Which DAS Products Support Managed Print Services?
ECI Printanista
ECI Printanista supports printer fleet monitoring, meter collection, supplies tracking, reports, alerts, diagnostics and managed print workflows.
Inepro Spider RFID and BLE Readers
Inepro supports secure print release and user authentication using RFID, NFC and Bluetooth Low Energy technologies.
Together, these technologies can help businesses monitor, manage and secure print environments.
Managed Print Services for Different Industries
Legal and Professional Services
Secure print release can protect confidential client documents and support matter-based cost recovery.
Healthcare
MPS can help protect sensitive patient information and reduce device downtime.
Education
Schools and universities can manage print costs, user authentication and paid printing.
Finance
Banks and finance teams can improve document security and track print usage more closely.
Corporate Offices
Businesses can reduce waste, control colour printing and manage supplies more efficiently.
Benefits of Managed Print Services
Reduced Print Waste
Print rules, reporting and secure release help reduce unnecessary printing.
Improved Security
Authentication helps prevent sensitive documents from being left unattended.
Lower Admin Effort
Automated meter collection and supplies tracking reduce manual work.
Better Device Uptime
Alerts and diagnostics help teams respond to problems faster.
Improved Cost Control
Reporting gives better insight into usage, costs and opportunities for optimisation.
Better User Experience
A well-managed print environment is more reliable and easier to use.
How to Get Started with Managed Print Services
A typical MPS project starts with a print environment review.
This review should look at:
- Number of devices
- Print volumes
- Device locations
- Supplies process
- Meter collection method
- Security requirements
- Reporting needs
- User behaviour
- Current pain points
Once this is understood, the right print management software, authentication tools and reporting setup can be recommended.
Final Thoughts
Managed Print Services help businesses take control of print costs, supplies, security and device performance.
Instead of treating printers as disconnected office equipment, MPS turns the print environment into something measurable, manageable and optimised.
For organisations that want to reduce waste, improve security and gain visibility, managed print services are a practical solution.
Want Better Visibility and Control Over Your Print Environment?
Document Automation Solutions (DAS) can help you implement managed print services using print monitoring, reporting and secure authentication technologies.
