Managed Document Service
MDS stands for Managed Document Services. It is superior to Managed Print Services (MPS) because where MPS only focuses on output, MDS optimizes your entire document output process from capturing to archiving, workflows to security and environmental impact. This holistic approach makes MDS a unique and vital strategy for every company that wants to look at its entire potential for cost reduction. In fact, experience shows that MDS can reduce output costs by around 30%.
MDS takes holistic approach to document management consisting of 5 phases.
PHASE 1: ASSESSMENT
We begin by gathering data and understanding your business. This includes a professional assessment of your entire document environment from fleet audit to financial, volumetric and energy data. Using in-depth analyses, as well as interviews and surveys, our assessment phase highlights all areas of wastage and poor productivity across your organization. The result is a clear report showing exactly where money can be saved and processes optimized.
As part of the assessment, we analyse the following vital areas:
- Finances: Understanding exactly where the money is being spent Devices and consumables: Their efficiency, suitability and maintenance costs
- Workflows: Whether productivity can be improved through smarter software
- Documents: How efficiently and securely they are being printed, stored, managed and distributed
- Environmental impact: Where you can save energy and reduce your carbon footprint and removed simply by exchanging devices
PHASE 2: DESIGN
What’s the ideal combination of hardware, software and process development to optimise your system? Based on the results of Phase 1, we’ll maximise your return on investment, by focusing on:
- Solution design. How can you improve workflow, system control, resource efficiency and document security?
- Fleet design. We expertly appraise all aspects of your output system, from the most suitable hardware, to the optimum physical positioning for your workflows.
- Documents: How efficiently and securely they are being printed, stored, managed and distributed
PHASE 3: IMPLEMENTATION
When we’ve assessed your system and agreed a solution with you, we implement that solution. This process is carried out by our expert team of change management professionals, and is designed to ensure minimum disruption to your business, from installation to training.
- Professional change management. Dedicated service with constant progress reports
- Qualified engineers and technicians – for hardware & software installation.
- Flexible logistics planning. Implementation at a specific time, out of hours or over the weekend.
- Storage & disposal. Secure, efficient and compliant with regulatory requirements.
PHASE 4: MANAGEMENT
Our management service is committed to delivering optimised performance, reliability and cost-efficiency. With a range of on-site and remote support capabilities, we take care of your entire document infrastructure, keeping workflows at peak levels and looking after time-consuming daily administration.
- Fleet maintenance. Comprehensive service packages for maximum uptime.
- Remote monitoring. Proactive support.
- Dedicated support. Remote or on-site IT teams to maximise performance and reliability of hardware and software.
- Regular performance reviews. Accurate Management Information (MI) reports ensure your full satisfaction.
PHASE 5: OPTIMIZATION
Once we’ve optimised your print environment, we’ll continually assess your device fleet and workflows for new ways to improve cost-cutting and performance. We’ll provide:
- Quantification of benefits. Through continuous uptime and optimisation analyses we’ll demonstrate the measurable benefits of working with MDS.
- On-going optimization. We’ll ensure your fleet is always perfectly tuned to your requirements.
- Reduced carbon footprint. By analysing your energy usage, we’ll help you ensure that sustainability targets are being met.
Why choose MDS by IT COM?
MDS offered by IT COM is the perfect solution for more efficient, economical and environmentally-friendly document output. It is a total solution that optimizes your entire output process from hardware to workflows and staff productivity regardless of what brand your devices may be. IT COM also ensures industry-leading support through our fast Help Desk and Remote Monitoring. So you can now get all the output management services you need from a single, reliable source. You also enjoy the following benefits and reassurances:
- Exceptional reliability and economy.
- Guarantee for lean and secure document processes.
- With ITCOM, you enjoy all the expertise you need from a highly dependable service partner.
Benefits
Reduced costs. Less environmental impact. More security. Increased employee productivity and satisfaction. MDS has many practical advantages.
Economic
Complete Cost Transparency and Savings of Up to 30%
- Reducing the use of consumables such as paper and toner. Cutting energy costs.
- Lowering service and support costs.
- You can set up binding print policies that determine when color printing systems may be used, thereby avoiding unnecessary costs.
- Because the age and lifetimes of the systems are all known, cost drivers can be easily identified and removed simply by exchanging devices.
Optimization
Increased Productivity and Employee Motivation
- Increasing productivity through optimized workflows, reduced down-times and minimizing the workload of IT staff who look after your fleet.
- State-of-the-art output solutions make document management faster and more effective: e.g. automated capture, distribution and archiving of regular documents like bills, purchase orders or insurance applications.
- Optimized device management saves time and reduces staff frustration: It decreases the time spent waiting for documents due to overuse and ensures proximity to the work area where employees need it most.
Hassle-Free
Professional, Customized and from a Single Source.With only one point of contact, MDS saves you trouble and manpower.
- We supply you with everything you need for every printer and multifunctional device, regardless of the brand.
- We take on all maintenance and repair services, both for our own printers and copiers as well as those of other manufacturers.
- Remote Monitoring system: We recognize deviances in the functioning of a device and react quickly whenever needed without having to be on-site
Eco-Friendly
Improved Environmental and Sustainability Management. MDS helps reduce your energy and resource consumption, improving your balance sheet ecologically as well as economically.
- We improve environmental sustainability through economic software applications.
- By consolidating your hardware and using electronic data management, you take a big step forward in energy efficiency.
- We can advise on the conversion of your fleet to energy-saving printers and copiers that will make an even larger difference to your energy costs.
- Other services include: Using recycled paper, developing company-specific disposal concepts and implementing a company “print policy” that requires employees to be more ecologically considerate.
SECURE
Improved Monitoring and Protection of Data and Documents.
- No matter what line of business you are in, your documents and network hold vital information.We supply you with everything you need for every printer and multifunctional device, regardless of the brand.
- You have an obligation to protect your client’s documents and your customer’s private data.
- We offer additional security through authorized access to devices and networks, as well as by keeping tighter controls on what is being printed.