Managed print is probably the most mature of all forms of outsourcing in ICT, especially in Ireland where it has been availed of by multinationals and small businesses for nearly two decades. The attractions were clear — and indeed still are — because print and copying have always been prone to running a bit out of control. Excessive waste of consumables is almost inevitable unless there is clear responsibility and control.
Another factor is that printing was notorious for a disproportionate draw on IT Help Desk resources. Most IT departments have been happy to see the entire function taken care of by outside specialists. When you factor in the containment or even reduction of all associated costs, the business case is clear to the point of being what we have learned to call ‘a no brainer.’
But the entire field of managed print has evolved and matured. All of the simple business benefits are still there, arguably better than ever. But today the basic outsourced print functions have been joined by high end developments that add even more efficiencies and sophisticated integration with other corporate ICT systems. For example, a smart MFD today is likely to have an iPad touchpad equivalent on it for the user to control its functions. That could range from the simple document instructions (number of copies, paper size/type, colour, etc.) through user authentication to functions like scanning directly into a specific workflow.
Workflow integration is a particularly powerful contribution to efficiency. Incoming paper documents can be scanned automatically into, for example, accounts payable for invoices, purchasing administration for Proof of Delivery notes, stock control for warehouse deliveries and many more. Even smarter features might include optical character recognition so that contents of the document direct its routing after scanning.
Systems can also recognise forms and formats and scan only the variable or meaningful elements, like a bar code, signature or date. A known supplier’s letterhead, for example, does not need to be scanned every time. In that context, scanning to SharePoint or email or specific folders is child’s play — just set up the rules or the routing instructions, perhaps just an icon on screen. The HP Capture and Route solution is powerful and comprehensive and easily set up for specific organisations.
Security is increasingly important in all organisations — and it is fair to say that a huge amount of sensitive information passes through its printers and copiers
These smart features are both part of and more diverse than traditional print management and document management. For example, password or other authentication controls and logs print usage and enables secure retrieval of sensitive documents. It also logs who printed or scanned what and when.
Security is increasingly important in all organisations — and it is fair to say that a huge amount of sensitive information passes through its printers and copiers. We use a combination of SafeCom smart printing and HP Imaging and Printing Security Center in an increasing number of client sites we manage. Every managed print contract begins with a close analysis of all the client requirements combined with our input as experienced consultants. The result is a unique tailored solution that is transparent and simple to use in daily use.
All in all, managed print has moved a long way from the simple supply of devices and consumables. In most cases it actually reduces the volume of printing — but hugely increases the range of functionality and further reduces costs by adding efficiencies.
Patrick Kickham is a director of Datapac with responsibility for managed print services
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