At DEC Office Solutions, we’re passionate about helping businesses make the most of their Document Management Solutions (DMS) and Managed Print Services (MPS). We understand that for many businesses, the DMS and MPS process can be a complex undertaking, so we’ve put together this guide to answer some of the Frequently Asked Questions (FAQs) surrounding DMS and MPS.
Whether you’re just beginning to research DMS and MPS for the first time, or you’re already familiar with the process, we’ve compiled essential information to help you put your business in the best possible position to take advantage of services.
What is Document Management?
Put simply, document management is a way to electronically store and manage the data that a business creates on a daily basis. Document management systems enable a business to simplify the storing and organizing of the information it collects, while also facilitating easier retrieval and dissemination of data. A document management system also typically includes powerful tools designed to streamline the task of editing, versioning, and managing digital documents.
Why Do Businesses Need Document Management?
Businesses require document management to keep their workspace organized, efficient, and properly functioning. Without document management, organizations can quickly become overwhelmed with printed documents, making the retrieval of specific information more difficult. With today’s technologically-driven workforce, businesses need advanced solutions to ensure their employees have the ability to easily find important documents when they are needed.
Document management also offers several other advantages. It can help reduce operational costs associated with print production, storage, and disposal. With the ability to securely store and track documents, businesses can enjoy greater peace of mind knowing their critical data is safe and readily available. Document management also reduces the risk associated with the loss of data due to fire, flood, and other disasters.
What is Managed Print Services?
Managed Print Services (MPS) is an organized approach to managing an organization’s entire printing infrastructure. It optimizes the way a business acquires, uses, and manages its printing devices, enabling the organization to reduce costs, minimize its environmental impact, and streamline business processes.
When a business partners with an MPS provider, they can benefit from a comprehensive service that includes the supply and maintenance of printing devices and associated components. MPS providers are usually specialized in office equipment, so they have the knowledge and expertise to ensure businesses get the best printing performance and cost savings possible.
What are the Benefits of a Managed Print Service?
Having an MPS partner can provide businesses with a range of benefits, including:
Improved document security
Reduction in printing costs
Increased visbility and control of printing practices
Consolidation of printing devices and processes
Simplified ordering and replacing of parts and supplies
Smoother and more consistent device usage
Advanced service for equipment troubleshooting
Optimization of printing practices with training and guidance
Reduction of environmental impact through more efficient printing processes