What Is a Managed Print Service? A Complete Guide for Businesses

Managing printers, consumables, maintenance and print security can be time-consuming and expensive. Yet many businesses lack visibility into their printing costs and don't realise how much time and money are being lost through inefficient print processes.

The right managed print strategy can help organisations reduce costs, improve productivity, strengthen security and take a more sustainable approach to printing.

In this guide, we'll explain what a managed print service is, how it works and the key benefits it can deliver to your business.

What Is a Managed Print Service?

A managed print service (MPS) helps businesses take control of their printing environment through proactive support, maintenance, monitoring and optimisation. Rather than managing printers, consumables and repairs internally, organisations work with a specialist provider to ensure their print infrastructure remains efficient, secure and reliable.

A managed print service can include:

• Printer and multifunction device management

• Automated toner replenishment

• Proactive maintenance and support

• Usage monitoring and reporting

• Print management software

• Security and compliance monitoring

• Fleet optimisation and device upgrades

The goal is to reduce costs, improve productivity and give businesses greater visibility and control over their print environment.

What Are the Benefits of a Managed Print Service?

Many businesses view printing as a necessary expense, but without the right controls in place, costs can quickly escalate. A managed print service helps organisations identify inefficiencies and improve the way they manage documents and printing across the business. Key benefits include:

Reduced Printing Costs

By monitoring print volumes and device usage, businesses can identify waste, reduce unnecessary printing and optimise their printer fleet. This often results in lower operational costs and improved return on investment.

Improved Productivity

Proactive monitoring helps identify potential issues before they become major problems, reducing downtime and ensuring employees can focus on their work rather than printer-related issues.

Better Visibility and Reporting

Detailed reporting allows businesses to understand who is printing, what is being printed and where costs are occurring. This visibility helps organisations make informed decisions and manage resources more effectively.

Scalability

As businesses grow, their printing requirements change. A managed print service ensures the print environment evolves alongside the organisation, helping to support future growth and changing business needs.

Printer Security and Compliance

Modern printers are connected devices that store data, communicate across networks and can be vulnerable if not managed correctly.

A managed print service helps organisations improve print security through:

• Firmware and security patch management

• User authentication and secure print release

• Device monitoring and threat detection

• Network security best practices

• Secure disposal of printed documents

• Compliance support for regulated industries

For organisations handling confidential, financial or personal information, printer security should be considered an important part of any wider cyber security strategy.

You can learn more in our article: Why Printers Are a Security Risk.

How can Managed Print Services Support Sustainability Goals?

Sustainability is becoming an increasingly important consideration for organisations looking to reduce waste and improve environmental performance. A managed print service can support sustainability goals by helping businesses:

Reduce Paper Waste

Usage reporting can identify excessive printing and encourage more responsible print habits, reducing unnecessary paper consumption.

Lower Energy Consumption

Modern print devices are often significantly more energy efficient than older equipment. Consolidating multiple devices into a smaller, optimised fleet can help reduce overall energy usage.

Improve Consumables Recycling

Many managed print services include toner recycling programmes and environmentally responsible disposal of consumables, helping to reduce landfill waste.

As a Xerox partner, DNS supports sustainability initiatives through the Xerox Eco Box Programme. Designed to simplify the collection and recycling of used toner cartridges, the programme provides organisations with an easy and environmentally responsible way to manage consumable waste.

Support Digital Transformation

By integrating print management, document management and workflow automation solutions, businesses can reduce reliance on paper-based processes and embrace more digital ways of working.

Measure Environmental Impact

Detailed reporting provides valuable insight into print volumes and usage trends, helping organisations track progress against sustainability and ESG objectives. A well managed print environment doesn't just reduce costs, it can also help businesses operate more efficiently, securely and sustainably.

How DNS Can Help

A successful managed print service is about more than keeping printers running, it's about ensuring your print environment remains efficient, secure, cost-effective and aligned with your business goals.

As a Xerox and Lexmark Gold Partner, DNS provides Managed Print Services tailored to the needs of businesses across Derbyshire and the wider UK. Our solutions are designed to help organisations gain greater visibility and control over their print environment while reducing waste, strengthening security and improving efficiency.

Our managed print services include:

• Dedicated account management

• In-house support team

• Regular fleet reviews and optimisation recommendations

• Proactive device monitoring and maintenance

• Automated toner replenishment

• Security and compliance support

• Print management software and reporting

• Sustainable printing strategies

• Access to the latest Xerox and Lexmark technologies

Through dedicated account management and regular fleet reviews, we help organisations optimise their print environment, reduce costs and identify opportunities for improvement and with an in-house support team based at our Derby headquarters, you'll have direct access to experienced engineers and print specialists whenever assistance is needed. For over 30 years, DNS has helped organisations create more efficient, secure and sustainable print environments.

Looking for Managed Print Services in Derbyshire?

If you're looking for managed print services in Derbyshire, DNS can help. Our experienced team supports organisations across the East Midlands and the wider UK with tailored managed print solutions for your business.

Get in touch to arrange a no-obligation review of your current print environment and discover how a managed print service could benefit your business.

Frequently Asked Questions

What is MPS?

MPS stands for the term, Managed Print Service which is a solution that helps businesses manage, maintain and optimise their print environment. This can include device management, automated toner replenishment, proactive support, security monitoring and print usage reporting.

What are the advantages of a managed print service?

The benefits of a managed print service can include lower printing costs, improved productivity, greater visibility over print usage, enhanced security, better sustainability and access to ongoing support from print specialists.

Can managed print services help reduce printing costs?

Yes. Managed print services help organisations identify areas of waste, improve device utilisation and optimise print fleets. This can lead to lower running costs, reduced paper consumption and more efficient use of resources.

Are printers a cyber security risk?

Modern printers are connected devices that can store data and communicate across networks. Without proper management, they can present security risks. A managed print service can help improve security through firmware updates, user authentication, secure print release and ongoing device monitoring.