Advantages of Managed Document Services

Every company is always looking for a new way or method to cut the overall business costs. In an office setting, document-related output is the most common factor that greatly adds to the total business costs. This is where document solutions come in. One of the most effective ways to reduce the amount of expenditure is by maximising the value of various functions at the office such as printing, copying and scanning of documents.

Although MPS or managed print services have been introduced to the industry not so long ago, there is still an even greater document strategy that is far superior and this is known as MDS or managed document services.

What is MDS or Managed Document Services?

Compared to MPS or managed print services, which is focused only on output, MDS or managed document services aim to provide a holistic approach on the whole document output process. What does this mean? Managed document services are not only looking into the output, but they are making sure that every step of the process is maximised - starting from the capturing of data, up until the  archiving of information, managed document services take care of it all.

This unique document technology is a perfect strategy that makes it possible for offices to reduce output costs of about 30% to 40% in total.  This is a considerable cost savings that can definitely affect the business positively.

How does Managed Document Services work?

A managed document services provider will first make an assessment of the current existing solution. After this step, the service provider will come up with figures on the total costs of company ownership and production. From here, a tailored plan for the business will be laid out to address which issue needs to be attended to right away.

Additional benefits of Managed Document Services

Aside from the big savings that could be achieved from this document technology, managed document services have more benefits to offer a business and these include:

• The probability of lowering the present Total Cost of Ownership or what is also known as TCO.

• A very positive impact on the environment as there will be fewer devices or machines that will be used at the office.

• A much improved document strategy, from a simple output-based strategy, to a more holistic document solutions approach, starting from scanning, copying and finally printing.

Managed document services is a great way to not only reduce business costs, it is also effective in increasing the quality and efficiency of work in the office setup.

Managed Document Services at Capita RDS

Capita Right Document Solutions have the answer to all office output today through our one-of-a-kind Managed Document Services.

Managed Document Services or MDS is a unique approach to ensure efficient and controlled office output like printing, copying, faxing and scanning. The first step to this process is called DocuCheck® - a form of consultative assessment. After the said consultation, experts from Capita RDS will make an assessment and calculate the total ownership cost to produce a tailored plan for your business.

The total percentage of savings that you can get through MDS reach up to 40%.

Below are just some of the many benefits that a Managed Document Service offers:

• No CAPEX required, just current OPEX budget
• Potential to reduce current Total Cost of Ownership (TCO)
• Payments fully tax deductable
• Improves solution moving from print only to scan-copy-print with latest colour enabled technology
• Single point of billing by RDS for all services

At Capita RDS, we make sure that we provide the best ‘document’ strategy available in the market today. With continuous innovations and learning, Capita RDS remains highly competitive and on top of its game by having an in-depth understanding of its every client’s needs. 

The Future of the Managed Print Services (MPS) Industry

Now more than ever, businesses are looking for ways to reduce costs. Even on the aspect of document workflow and print outputs, companies realize that outsourcing a Managed Print Solutions (MPS) service could actually be a better move than doing it all alone.

According to Quocirca, a leading independent analyst firm based in United Kingdom, 19% of enterprises in UK, France, Germany and US are operating on an MPS. The research was done exclusively amongst organizations having 1,000 employees or more. It revealed that almost 40% of the enterprises who participated in the research is planning to use MPS in the future, which is a positive sign for the growing industry. Furthermore, in the UK alone, 42% of the businesses are currently operating on a managed document solutions. 

It is not surprising. More and more, companies understand that the way to avoid losses on printing malfunctions, data breach, and unnecessary labor is to move to an outsourced integrated system. There are actually a lot of problems dealing with document printing and processing, and the costs are sometimes overlooked and unaccounted. Take a look at the numbers below.

The way MPS providers do it is they initially assess the current status of a company's document workflow and from there create a tailor-fit solution. For example, Capita uses a 5-step strategy to ensure efficiency of action: Assess, Design, Implement, Manage, and Optimise. This is their own protocol on dealing with their clients.

As a result, IT departments can focus more on important tasks than on less-productive tasks like solving a hardware failure of a printing device. Businessmen who are on-the-go can now print directly from mobile phones, tablets, or laptops without being physically connected to a corporate network or downloading drivers. Imagine convenience, efficiency, and security—those are few of the reasons why the MPS industry is sure to grow more in the coming years.

On the recently released Global MPS market report, analysts expect the MPS to grow at compound annual growth rate of 10.75% on the years 2012-2016.

* US Environmental Energies National Laboratory’s Technologies Division, Smarter print management - Controlling costs and environmental impacts in the United Kingdom, OKI, Jan 2009 

¹ ALL Associates Group - Company size between 500 and 5,000 employees across all industry types 

² IDC, An easy and often missed opportunity for CIOs - MPS, April 2012 

³ IDC, Bridging the information worker productivity gap in Western Europe: New challenges and opportunities for IT, Sept 2012