Managed Print Services: What Are Your Responsibilities as a Customer?
MManaged Print Services is a partnership between two parties. The one side: what a MPSsupplier for you takes over. The other side, and there goes this blog is about: which responsibility you as customer yourself keeps. This is how you decide for yourself , for example, the choices that fit your business operations. There is under , amongother things policies for required, clear agreements with employees and there will insight be provided must be in what is inside you organization is changing. My experience is that an MPScollaboration only truly good works as both parties know what is expected of them is expected is. That is why a few practical points where you as customer yourself responsibility in have.
1. Share changes within your organization in a timely manner
It is important to share significant changes in a timely manner. For example, changes related to growth, new employees, a relocation, or an upcoming reorganization. Only when such information is shared can the MPS provider adjust the management and configuration to the new situation in a timely manner. Proactive sharing prevents potential bottlenecks.
2. Formulate clear policies regarding information provision and application use
Precisely because so much is technically possible these days, undesirable situations can arise. These can range from unsafe, self-installed applications to a confidential printout left lying around on a multifunction printer. Of course, we’re happy to help you formulate the right questions, such as: Who is authorized to access certain information? What should never be printed? How can you address compliance-related issues? However, you decide for yourself what works best for your organization—the specific content of the policy.
3. Specify which security requirements apply
Printers and multifunction devices sometimes process confidential information and are part of the IT environment. The same applies to other (digital) solutions that handle your incoming and outgoing information flows. That’s why it’s also important for us to understand which security requirements apply within your organization. This includes access rights, authentication, and how confidential documents are handled. We can implement and monitor the technical measures, but as the customer, you determine which requirements and risks are acceptable.
“Suppose you viewed MPS from a security perspective: we’d handle the lock and its management, but as the customer, you decide what’s behind the lock and who gets the key.” Tim van Haagen – Sales Director, OneXillium
4. Ongoing Focus on Employees
Having policies in place regarding printing, scanning, and information sharing does not automatically mean that employees will follow them. To illustrate: If employees do not know when they need to print securely, or what information they are or are not allowed to print or share, risks will continue to arise. We can set up the technology as effectively as possible, but as a client, you are responsible for establishing guidelines and communicating them to your employees. Experience shows that this requires multiple (repeated) opportunities for reinforcement. Don’t forget to make this clear to new employees as well. Of course, we’re happy to help if you have any questions regarding adoption or if additional explanation is needed.
4. Determine what you want to improve and what you want to focus on
An MPS provider can offer valuable insights into the use of the printing environment. For example, the number of prints and scans, color usage, costs, device utilization, or the number of malfunctions. But which information is relevant to your organization depends on your specific objectives. Do you primarily want to reduce costs, cut down on the number of devices, operate more sustainably, or ensure the continuity of a critical work environment? As the customer, you decide what you want to focus on. We can then use the data and our expertise to propose concrete improvements to address those priorities. “To measure is to know” is an old adage that still holds true today.
Clear Responsibilities
Managed Print Services means saving time on management and leveraging our expertise. But just as important: MPS is a true partnership. We take care of day-to-day management and, where necessary, the implementation and expertise. As the client, you determine which choices, requirements, and objectives are important for your organization. In my experience, understanding each other’s roles and responsibilities is essential to achieving success together.
Wondering how responsibilities are divided within your MPS partnership?
Together, we’ll identify the choices, requirements, and objectives that are specific to your organization. That way, you’ll know exactly what you’re in charge of—and where we’ll take over.
Your Role Explained in 5 FAQs
That's up to you. Consider factors such as costs, reducing printing, security, sustainability, or business continuity. The MPS provider can help you achieve those goals by providing data and advice.
Employees must know how to print, scan, and handle information safely and in accordance with company policy. The client is responsible for establishing clear guidelines and communicating them.
The customer determines which requirements and risks are acceptable. The MPS provider handles the technical implementation and monitoring within the scope of the agreed-upon services.
Think about growth, relocations, reorganizations, hybrid work, or changes in IT and processes. If we know about these in advance, we can adjust our management and setup accordingly.
Yes. The provider takes over day-to-day management, but the customer remains responsible for policies, decisions, security requirements, and how employees handle information.