Oxygen Technical Services Ltd

I Have Managed Print! Why Do I Still Need My Own Maintenance Kit and Supplies?

Many companies rely on managed print services (MPS) to keep their printing operations running smoothly and to control the expense of printer hardware and supplies, provide the right printing technology in the right places, and manage printer service and maintenance.

MPS is there to make things more efficient through dealing with a central contact for printing services that are knowledgeable in printer models and capabilities, maintenance, and software such as document management.

Providing a maintenance kit and supplies is one way to make printing operations more efficient and reliable, with reduced downtime.

What Is a Maintenance Kit?

Different models and types of printers have varying levels of maintenance requirements, including regular replacement of certain components. Each model of print hardware has specified intervals when parts must be replaced to keep the printer running smoothly and in order to maintain the desired production levels.

Maintenance kits may contain such components as:

• Transfer rollers
• Fuser assemblies
• Fan assemblies
• Pickup rollers
• Separation pads
• Maintenance supplies such as gloves or cleaning cloths

Properly maintained printers last longer and operate more efficiently. Failure to follow manufacturers’ maintenance schedules can result in permanent damage to the printer hardware.

Why You Need Your Own Maintenance Kit

Much printer maintenance can be performed following simple procedures that the employees can accomplish with a minimum of training and technical knowledge.

Nothing disrupts print productivity more than the alert on the printer’s display that tells user in no uncertain terms to “Perform Printer Maintenance.” Suddenly printing comes to a halt. With the right training, downtime can be avoided if someone can fix some of the printers, copiers, and scanners issues themselves.

Through their partnering with printer manufacturers, managed print services can provide training that allows your personnel to correct some issues that can be handled quite easily if the right supplies are available. This makes having the right maintenance kit and proper supplies on hand essential to keep each device running consistently and at peak performance.

There are several different factors to keep in mind when performing printer maintenance and minor repairs:

• Safety – be certain that all precautions are taken to eliminate hazardous conditions such as disconnecting power and avoiding moving or hot components.
• Cleaning – be sure to periodically check the print hardware, copiers, and scanners for dust and other contaminants that could impact performance and cause paper jams.
• Training – be sure that all employees who use the printers know how to properly perform simple procedures such as removing paper jams and replacing toner cartridges. Improper handling of regular issues can result in long-term problems.

Investing in maintenance kits and supplies is an essential factor in keeping the printers running continuously, reducing outages, and increasing productivity.

What All Does Managed Print Services Cover?

MPS offers many business advantages that allow companies to save money while increasing efficiency:

• Assessment of printing needs and existing printer fleets – over time, many companies lose sight of all their printing devices, with some being underutilized, and others becoming obsolete and expensive to operate.
• Reduced reliance on internal IT resources to support and troubleshoot printing operations. MPS can include installation, training, service, and maintenance of printer hardware.
• Save money through a reduction in the number of printers with the installation of multifunction devices that print, copy, fax, scan, and email documents. Replace outdated and inefficient copiers and scanners with the latest technology.
• Improved security with the use of technology that prevents unauthorized printing and viewing of confidential documents.
• Document management software is often provided by MPS providers, including customizable workflow that reduces printing costs by storing documents electronically, then routing certain documents automatically to the parties that need the information.
• Reduce supply costs through centralized monitoring and ordering, allowing purchasing more cost-effective quantities through a single source. Take advantage of volume discounts when purchasing both printing and maintenance supplies.
• Enhance environmental sustainability from reduced use of resources – toner, paper, and other supplies. Everyone benefits from less waste going into landfills.

Focus more on your business and customers, and let managed print services handle your printing needs and service for you. With managed print services, companies have actual printing data available that helps identify new opportunities for increasing efficiency with printing technology.

Contact First Phase Data to consult with print professionals who can work with your business in Winnipeg, Canada region, including Manitoba, and across Canada for a complete printing assessment. First Phase Data will help you improve productivity while gaining new visibility of your printing fleet and reducing costs.