Print Management Services

The Print Management program will first help you understand how much you actually spend for all your office printing. This data is valuable information that can create significant savings for your agency. The Department of Ecology has experienced significant savings with Print Management.

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To see our The Department of Printing's response, click here.

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The cost of everyday office printing, copying, scanning and faxing can add up in a hurry, especially if your organization doesn't have an overall plan to manage equipment acquisitions and support. That's where print management comes in.

What is print management?
Print management helps you control your overall printing costs by treating printing, copying, scanning and faxing as a single, coordinated service designed to support your core business mission. Instead of acquiring and maintaining each piece of office equipment individually, all of your office document equipment is supplied, maintained and supported under a single plan designed specifically to meet your business needs as efficiently and cost-effectively as possible.

Because equipment is just a part of the service, print management also gives you flexibility to add, remove, update or change equipment and features as your business needs change without paying extra for machines and features you don't need.

Implementing print management
Most of the time, print management is implemented in two phases.

First, experts conduct a thorough print assessment to give you a clear picture of your current print environment and help you determine what you need to work effectively in the future. Some of the information collected during a typical print assessment is:

• The number and type of print devices in the agency.
• How many copies, prints and scans each machine produces.
• What features are used or required on each machine to support business needs.
• How much the agency is currently spending on equipment, maintenance and support.

After the print assessment is completed, the information is used to develop a request for proposal (RFP), which is sent to print management vendors. The vendor's responses are scored, and a contract is awarded to the vendor who submits the print management plan and pricing structure that best fits your business needs.

Benefits
Print management benefits include:

• Lower overall print costs due to fewer machines, streamlined supplies and maintenance, and less need for IT support.
• Improved printing efficiency as a result of enhanced workflows and a consistent user interface between devices.
• Increased flexibility to add, remove or change machines as needed to fit business needs, without incurring extra costs.
• The ability to re-direct staff time and resources to your core mission instead of to support and maintain print devices.

More information
The Department of Printing is your resource for print management information and assistance. Our Managed Print Services area will be happy to help you decide if print management is a good choice for your organization and provide assistance in implementing a print management program.

If you would like more information about Managed Print Services at the Department of Printing, please contact Pam Derkacht at 360-570-5555 or PamD@prt.wa.gov.