IT Benefits of Managed Print Services
Managing an organization’s print solutions is a burden that often falls on IT departments. On average, print-related help desk tickets account for 23 percent of all IT help desk tickets. These tickets are delivered to IT among a wide range of other help tickets related to security, mobile devices, and whatever software your company uses in its normal course of business.
Although IT professionals are often capable of addressing print service issues that your company may face, their lack of expertise in print solutions can lead to slower issue resolution, which compounds the costs of associated downtime and also slows down assistance for other tech-related issues. A Managed Print Service provider helps focus the efforts of your IT team, which in turn lets them concentrate their resources and attention on other mission-critical functions for your business.
Managed Print Services also provide excellent support for two key components of your print environment: security and compliance.
Like any other endpoint device, print solutions can create a security vulnerability when not properly managed. Without the right management practices and security procedures in place, your organization could be exposed to damaging security breaches that steal sensitive data, which in turn becomes a serious liability that may jeopardize the future of the company.
Each company’s print environment features a unique device footprint that requires a customized security plan. Some printers, for example, are in open office spaces or even spaces accessible to the public, which require different security measures than print hardware securely locked in a private office.
Cloud-based printing services come with additional security considerations. Your business may have different levels of data encryption in place to secure both print devices and the data that drives print production. In addition, print software requires regular security updates, and device authorization and user passcodes may need to be managed to ensure that print devices and print data are carefully provisioned.
Managed Print Service providers can implement multiple security mechanisms to mitigate any risks your organization might face. Regularly updating and patching print software, print device authorization with secure sign-in, and the secure disposal of sensitive documents are just some of the ways MPS can turn your print environment into a strong component of your enterprise security architecture.
Different industries face different expectations and challenges when it comes to meeting regulatory compliance. Healthcare organizations must manage private patient data according to HIPAA standards. Financial firms must adhere to the Right to Financial Privacy Act, the National Bank Act, and other government regulations. Companies collecting online user data must manage that data through printing practices that are compliant with GDPR, CCPA, and other governing data regulations.
Print services can have a huge role in ensuring compliance. With an MPS provider, you can create a tailored print management strategy that meets your industry-specific needs and keeps your business in good standing.
Through a combination of compliant security measures and adherence to established data management standards, an MPS provider can stay on top of new regulatory legislation and ensure that your print infrastructure is keeping up with those evolving expectations. Given the high cost of non-compliance, comprehensive and consistent security can help your organization steer clear of hefty fines and long-lasting damage to your brand’s reputation.