How does managed print services help the government

When it comes to managed print services (MPS), government and state departments stand to benefit immensely from the management of print related outputs. These departments turn over a large volume of printed material, with paperwork that is almost endless. From simple memos going out to hundreds of council members or political parties, to large printed contracts and other documentation, print resources can be managed more effectively with the help of managed print services.

 

Some of the ways that MPS helps government and state departments include the following:

 

• Accountability – government and state officials need to adhere to a far greater level of accountability than any other industry. After all, any covert dealings can easily be brought to book with allegations of fraud, and in many cases, these allegations can be taken to the courts. In today's age of press freedom and awareness, the public have a right to demand accountability. With print, fax and phone audits and other MPS strategies, government department's print demands can be fully accountable at all times to ensure that everything is done according to protocol.

 

• Documentation – with an endless volume of documentation, print outs needs to be managed effectively. Wasting resources by erroneously printing documents before checking, or printing when documentation can be emailed (which also ensures a greater level of privacy) are just some of the factors that managed print services takes into account.

 

• Reducing costs – while the bottom line is important in any organisation, for government departments this is even more critical. Most governments are funded by taxpayers, and when resources are wasted, this funding is also wasted. By reducing costs, taxpayer money can be better spend in areas where it is needed, to ensure better service delivery across the board.

 

• Green printing – sustainability is another critical factor that managed print services is able to address. Environmental awareness at government level is essential as it sets a precedent for other industries, showing that the people at the top care about the impact that printing has on the environment. MPS is able to incorporate a number of green printing strategies across all government departments, to educate employees and promote awareness of green printing across the country.

 

• Better allocation of resources – in terms of internal resources and staffing, an effective MPS programme is able to ensure better allocation of staff by reducing the need for multiple roles performed by departments. Rather than print management being handled by an IT or admin department, this role is outsourced. This ensures that employees are able to focus on their designated jobs, with a greater level of productivity found through the implementation of managed print services.

About the Author

Bob Jones offers advice for businesses seeking reliable <a href="http://www.paperserve.co.za/">managed print services</a>, telephone and printer audits or <a href="http://www.paperserve.co.za/">green printing</a> options.