What are the benefits of Managed Print Services (MPS)?

What are the benefits of Managed Print Services (MPS)?

(Submitted by Chip Turner) When faced with the task of installing, maintaining, and obtaining supplies for a fleet of printers, it is no surprise that organizations seek help from experts in the field. Benefits of MPS
  1. Security:

    Protecting your printers from outside cyberattacks is crucial. Incidents involving security breaches on unsecured endpoints (printers) is on the rise. Professional MPS services can help.

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  2. Reduced Staff Burden:
    1. IT Department:

      Often the burdensome task of installing, maintaining, and obtaining supplies for a fleet of printers is thrust upon a company’s expensive IT professionals. With Managed Print Services, your IT team can focus on more pressing business issues and allow for a team of MPS experts to handle the printer fleet.

    2. Accounting Department:

      Does your accounting department get invoices from printer service companies and toner providers? Are employees making proper purchasing decisions? Is your pricing consistent? Are your employees taking the time to research the proper cartridge? Have they ever incorrectly ordered the wrong one? Often an accounting department will receive literally hundreds of invoices annually from toner purchases and for service calls. This can result in a heavy administrative cost to get all these invoices paid in a timely manner. Imagine that, instead of receiving separate invoices for all those smaller transactions coming through a variety of vendors, you only receive one bill a month or a quarter from one vendor. How helpful would that be to save time and money for your business?

  3. Device Optimization and Standardization:

    An MPS expert can make educated recommendations based on user applications, device volume, and costs of operation. In addition, they may make recommendations on centralizing or decentralizing printer locations based on customer need and costs.

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  4. Automated Supply Fulfillment:

    Have you ever had a toner empty message come on the machine only to realize that no one ordered toner after the last cartridge was installed? Well, worry no more! As a provider of Managed Print Services, we employ a remote monitoring application which alerts us when toner is low so that toner can be shipped out to you right away. The labeling on the toner includes the ID number of the machine as well as the location of the machine so that the toner can be routed to the appropriate location.

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  5. Automated Meter Collection:

    Have you ever gotten that pesky call asking for a meter reading for your printer? Have you ever had someone walk you through the multiple steps needed to obtain a meter reading? With a properly managed MPS program, meter collection is automated through the same remote monitoring application used for automated supply fulfillment.

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  6. Cost Control:

    Not only will an MPS expert identify the most cost-efficient printers to select, but they can also recommend software to ensure that print jobs are routed to the most cost-efficient method. Also, you can put controls in place to allow certain individuals to print in color while others can be excluded based on their job role.

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  7. All Inclusive Service:

    All parts, labor, and supplies (excluding paper and staples) are typically included in an MPS agreement. If you have an issue, then a simple phone call, email, or web call submittal will be responded to quickly by our customer support and/or service teams.

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  8. Improved response times:

    A typical response time for a customer without an MPS agreement can range anywhere from 8-16 hours. However, with an MPS agreement, that response time can be reduced significantly. In fact, a typical customer with an MPS agreement will get an average response time of under 4 hours from the time they place their call until the time a technician arrives at your door.

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  9. Simplified Billing and Reporting:

    With a professional MPS program, you can combine printer billing with your copier billing all in one invoice. Also, you can have access to reporting of volumes by device, which can be useful for planning purposes in your business.

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I’m experiencing paper jams. What could be causing it and is there anything I can do to avoid it?

I’m experiencing paper jams. What could be causing it and is there anything I can do to avoid it?

(Submitted by Jeff Ziel)

Primary causes of paper jamming:

  1. Paper Quality:

    One of the reasons for paper jamming in a copy machine could be caused by the paper itself. Low-quality paper can cause jams due to static buildup, excessive paper curl, or low-quality materials used to make the paper. We recommend using a high-quality paper brand such as Hammermill or Boise to cut back on paper jams.

  2. Paper setting and improper loading*:

    In this case, the paper in your multifunction device will jam if any of the following apply:

    • not loaded or secured properly
    • overfilled capacity
    • paper type setting does not match the actual paper type (i.e.., cardstock, labels, envelope, glossy

      *NOTE:       Most copiers have an auto size-detect feature for paper SIZE ONLY. This tells the copier what size of paper is in the tray. If this feature is not available and the size or orientation of the paper is incorrect, then jamming may also occur. No copier can detect the TYPE of paper being used. This must be changed manually by the user under the paper settings.

     

  3. Worn or dirty rollers:

    In both cases a factory-certified technician will need to inspect and determine if cleaning or replacement of the roller is needed. As part of RITE Technology’s preventative maintenance checklist and to minimize paper jamming, our technicians inspect, clean, or replace rollers on every service visit regardless of the original problem.

  4. Obstructions in paper path*:

    During the process of removing a paper jam, it is important to remove the entire sheet of paper. Any ripped pieces that remain in the machine will certainly obstruct the flow of paper and cause it to jam. Other common obstructions found are paper clips and staples. These are typically found in the top document feeder and should always be removed from the copier so that they do not fall inside the machine.

    *NOTE: Obstructions and paper should ONLY be removed by hand. The use of tools to assist (such as a letter opener) could cause severe damage to delicate parts inside the machine.

  5. Defective or dirty components:

    This would include sensors, motors, clutches, bearings, belts, circuit board, or gears. A factory-certified technician will need to inspect and assess which component has failed. Then the technician would either clean or replace the failed component. After the part has been replaced, a thorough test run would be executed to ensure that the jamming issue has been resolved.

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