Cut print costs 20–30% and stop the toner panic forever
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.
No obligation. Free fleet inventory + cost-per-page audit + savings roadmap. Same-day response from a print specialist.
reduction in year one
ever
since 1986
brand-neutral fleet
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.
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.
Benefits of Managed Print Services
Four ways MPS changes your print economics — within the first quarter, in writing, in your CFO's spreadsheet.
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.
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.
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 and SLA.
- 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
- Up to 20 devices
- Everything in Starter
- Secure print release with user authentication
- Document workflow automation
- US-based help desk support
- Compliance reporting (HIPAA, PCI, SOX, GLBA)
- 50+ devices, multi-site
- Dedicated account manager
- Custom SLAs and uptime guarantees
- Advanced security with SOC integration
- On-site technician coverage
- Full digital transformation program
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 — usually inside the first quarter.
Healthcare
HIPAA-compliant secure print, patient record workflows, HP healthcare solutions.
Banking & Insurance
SOX and GLBA-ready. Highest-tier security for financial documents.
Manufacturing
Shop-floor & office print optimization across the manufacturing value chain.
Education
Distributed 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.
How to Implement Managed Print Services
Assessing Your Print Environment
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.
Choosing the Right Devices and Solutions
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.
Working with Service Providers
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.
Setting Up a Print Program and Management Software
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.
Case Studies & Testimonials
HP Managed Print Services Success Story
Many businesses have successfully implemented HP Managed Print Services to improve their print environment. For example, a mid-sized healthcare provider adopted HP MPS to enhance patient data security and streamline their document workflows. By using HP's comprehensive print management solutions, they achieved significant cost savings and improved overall efficiency.
Xerox ConnectKey Success Stories
Xerox's ConnectKey technology has been instrumental in transforming the print environments of numerous businesses. A large financial institution implemented Xerox MPS with ConnectKey to enhance document security and reduce print costs. The result was a more efficient, secure, and cost-effective print environment that supported their business goals.
Results Across Various Industries
Businesses across various industries have benefited from Managed Print Services. A manufacturing company reported improved process efficiency and reduced print costs after partnering with an MPS provider. An educational institution successfully transformed their print environment by implementing MPS, resulting in lower costs and enhanced data security. These testimonials highlight the diverse applications and benefits of MPS.
Managed Print Services FAQs
Common questions from businesses comparing MPS providers. If yours isn't covered, call (888) 574-5120 — 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, help desk support, 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.
How long does it take to implement MPS?
A standard MPS rollout takes 2 to 4 weeks. Week 1 is the free print assessment: we inventory your devices, track usage, and identify waste. Week 2 builds the optimization plan and contract. Weeks 3 to 4 are rollout: installing monitoring software, configuring secure print, setting up automated supply replenishment, and training your staff. Most clients see first-month savings in week 5.
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 — you are never locked into a plan that stops working for you.
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.