Tag Archives: managedprint

Managed Print Services – How to control your print costs

Managed Print Services – reduce print costs, remove unwanted printing and enforce print rules such as colour or simplex/duplex printing.

Most organisations these days have people working remotely from the office and constantly on the move.

The one thing they have in common is the ability to print documents at anytime and anywhere.

How do you keep print sensitive information safe from prying eyes? 

Using a secure document release application makes it easy to keep confidential information viewable for the user only. Accounting and reporting features for document output activity helps organisations comply with privacy requirements.

How do you prevent wasted paper?

How do you keep printer consumable costs down?

What happens when documents are left unclaimed?

What about the loss of productivity in time waiting for documents to be printed at the most convenient printer, not always the nearest one?

Do you call I.T. to ask for more print drivers to be installed or a request to purchase new printers?

Networked printers are not always located for easy access by workers who spend increasing amounts of time away from their desks and documents left unattended can divulge company information such as plans that have yet to be announced or organisational re-structuring. Jams, malfunctions and queues make printers unavailable when people need them. Server based printing with document authentication increases mobility, security and reduces cost for the company.

Not having to rely on a single printer, users can output documents when and where they are needed and avoid the inconvenience of printers out of service or busy. Managing any number of personal printers in an organisation is costly and employees often insist on having their own printers because of wanting their own privacy. By managing your print devices properly ensures security is prevalent at every shared device.

Implementing a managed print services solution ensures that only those documents that are required to be printed use the most appropriate printer for the job i.e. colour printer or to print simplex/duplex. Using a secure document release application encourages user mobility and helps to minimise waste and protect personal information or customer confidentiality.

Print management solutions and ‘Follow-You’ Printing® holds documents in a secure print server until users authenticate themselves at the networked printer of their choice anywhere on the print network, across servers, departments and even geographic locations.

What are the benefits of managed print services?

  • Security is increased by only releasing documents when users are physically at the printer
  • Mobility is enhanced by allowing users to release documents at any convenient printer, anywhere in the organisation
  • Reduces waste by eliminating unclaimed print items and encourages users to print only the documents they actually need
  • Simple authentication implemented using card based ID systems
  • Integrates into multi-vendor environments

Users swipe their ID card enter a PIN or both to authenticate themselves and release their print jobs.

Simplifying and centralising print management using Follow-You Printing works with any printer manufacturer and is available as as both device and terminal based software. Providing one convenient administrative interface for managing your entire fleet of MFD’s (multi-functional devices)
Education – end wasteful and unclaimed printing only allowing print jobs to be output when users are ready to authenticate them at the printer. One University reduced their printing by 41% in one term using Follow-You Printing integrating it with existing campus card systems and on line accounts, students, faculty and staff were able to use the same machines.
Legal – Protect work and client confidentiality by preventing documents from sitting in output trays at unattended printers. Follow-You Printing safeguards clients trust and compliance with corporate accountability and privacy laws.
Office – Give employees the convenience of swiping their I.D. cards to release their documents and the flexibility to bypass printers that are busy or out of service. Follow-You printing operates geographically and users can output queued documents at network printers in your company’s branch offices to avoid the risk of losing or exposing them while travelling.

As an authorised channel partner of ProcessFlows, Digital Print Management provide intelligent print and cost management software solutions for the corporate, legal, education, health care and financial services. Designed to create more effective printing environments, reduce printing costs, increase security and lessen environmental impact.

For more information and a discussion on how we can show up to a 30% saving on your overall print costs by using our Print Management Solutions fill the form in below and one of our advisors will call you:

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8 Tips to consider when outsourcing billing


Outsourcing a business process is a viable and cost effective proposition for many businesses.

When you decide to outsource a business function such as outsourcing billing the risk can be minimised by ensuring you select the right partner.

I use this term because it has to be a relationship, one that works two ways, it’s not an association;  or “just the company we happen to use to do our billing, payrollprint function you are outsourcing it has to be a relationship designed to aid your business which translates onto your bottom line.

Your check list should include the following:


Deciding which business process should be outsourced is defined by what has become a bottle-neck in your company.

What process/processes are you considering outsourcing? – outsourcing billing, payroll, HR?

What selection process/mechanism are you going to use to find such a company?

Who is going to be responsible for managing the task of selecting the provider?

What criteria of selection should be used to disseminate the good from the bad?

Please don’t make this solely size of turnover or accreditation driven; there are just as many small and large companies doing just a good and bad job of providing services to the end user. If, after an initial discussion a potential supplier can satisfactorily demonstrate in-house quality, policy and procedures that are integral to you and your requirement then don’t rule them out of the picture!

How do I evaluate the service provisions on offer?

I would recommend you think about what credentials the supplier has i.e. years of expertise, references and case studies of projects undertaken. More importantly a genuine gut feel of the person(s) and the company you are talking too!

What are you asking the incumbent supplier to do/provide service wise?

What will my decision making criteria be based upon?

I urge caution here as a decision should never be price driven in our experience this has always been to the detriment of the company seeking to outsource and you will end up by shooting yourself in the foot. Partnering with a company who does it “cheaply” implies that they don’t  have the infrastructure to follow through which means they won’t or can’t deliver what you really want or have asked for!

When is a good deal EVER A GOOD DEAL?

When is a good deal ever a good deal? The cheapest price should never be your main criteria for selection.

When is a good deal ever a good deal? The cheapest price should never be your main criteria for selection.

Has a budget been set for the process OR what cost savings are you looking to achieve?

What timescales are you looking at to implement the project?

Right from the outset you must be clear that once a decision has been taken to outsource you determine a live start up date otherwise the time you spend investing in moving the project forward is worthless and the supplier feels frustrated as they have also invested time and goodwill in assisting with the outsourcing process!

What are your next steps?

Digital Print Management aim to provide an independent outsourcing services for electronic & paper billing, payroll, cheques and secure print management.

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