Guide to managed print services pt2 - technology

It pays to check the specifications of the device and applications of an MPS deal

Most managed print service (MPS) contracts rely on hardware and software recommendations made by the supplier, so it pays to check the specifications of the device and applications offered as part of the deal to make sure they represent the best fit for any one company’s print environment.

For those looking for the maximum environmental credentials, all printer and MFD manufacturers make claims for proprietary technology that reduces ink and toner usage compared with rival devices, but without the benefit of in-depth, hands-on testing these are actually hard to assess.

Energy Star qualifications are a must, as are full duplex print modes able to flip the sheet of paper over and print on both sides. Power consumption varies widely according to the size of the device (A4 versus A3, for example), available functions and typical usage, with scanning and copying usually eating more electricity than printing.

Buyers also need to consider the cost of replacement ink or toner cartridges and the number of pages these guarantee based on standard coverage metrics, as these should be included in any leasing or pay-per-print deal.

Like toner coverage, print speed also varies hugely according to a bewildering variety of factors, including paper size, colour or monochrome, resolution and whether the document includes large volumes of text or graphics.

A general rule is that the faster the internal processor and larger amount of RAM inside, the shorter the time the printer takes to process and output any given print job – but it’s not guaranteed.

Almost all MFDs come with Ethernet ports for local area network (LAN) connection, and some models feature Wi-Fi connectivity options for areas of the building that cabling doesn’t reach, or if the printer is often moved between locations. USB ports that provide the option of downloading print jobs off a USB stick directly to the device for printing can also be a bonus for roaming users who do not have network access.

Access recognition

Most MFDs have small LCD screens attached, allowing access to the print queue and configuration details. To support ‘follow-me’ printing, the control panel should feature some sort of access-recognition technology – a barcode or RFID often embedded into a security pass, or even a smart token, for example – which can verify user credentials before allowing them to retrieve print jobs from the queue. Proper authentication mechanisms also feed user print history into the print management software, creating an audit of exactly who printed what and when, and what it cost the IT department.

Those signing up to MPS contracts usually get what they are given when it comes to print management systems of applications, as the supplier prefers to work with their own software for management and monitoring purposes, but there are plenty of third-party applications that do much the same thing and can be applied to any manufacturer’s device. Many devices also ship with standard copies of document management software, such as Omnipage.

There are also independent companies offering MPS, which are not tied to specific printer manufacturers or devices, including ICM and the DTP Group, which may be more willing to mix and match legacy equipment and use third-party management software rather than applications that are favoured by the manufacturer.

MFDs come with an array of paper or media trays that support different size and thickness of paper, and IT managers must consider whether it is worth paying through the nose for A3 printers that churn out nothing but A4 pages, or devices with options to support printing on cardboard. It may be cheaper to outsource specialist print jobs to a third-party printing outfit on an ad-hoc basis.

Enterprise-class MFDs are usually modular in the sense that they can be upgraded to include additional trays for different size, thickness and format paper at a later date if required, as well as options that automatically staple pages together for booklet production.