Despite the popularity of digitization of documents, organizations in the public sector are still relying heavily on documents in physical format in handling and keeping information as well as providing services to people. Managed print services or MPS for government agencies offer revolutionary solutions that provide a variety of benefits including reducing costs, streamlining processes, and tightening security.

So if you want an efficient, cost-saving solution for document management for government agencies, partnering with a well-established MPS company is the best move to make. Why? Below are some of the many reasons to have MPS in your government office.

Improves delivery of government services

While some government procedures can now be performed online, many agencies still utilize printed documents and forms, which slow down transactions and recordkeeping. Having MPS for government agencies with print manager software helps boost efficiency by ensuring that the relevant forms and records are always available for reprints whenever and wherever they’re needed.

Optimizes printer infrastructure for greater efficiency

A government agency without MPS typically procures different models or brands of printers and copiers for their various departments. This means that the organization will incur massive expenses because each unit will require different toners, replacement parts, accessories, and even technicians. The organization could also have more devices than it actually needs. Moreover, it can be hard to keep track of the maintenance and repair status when you have a wide assortment of devices in your network.

An MPS company can solve these problems by assessing the print and document handling needs of your organization and creating a strategic plan by determining the right equipment at the right places. It can also recommend devices that are compatible with each other and preferably from the same brand to minimize costs related to the procurement of supplies and the maintenance and repairs of equipment.

Provides many cost-saving opportunities

Government agencies are most likely operating under strict budget constraints with their finances being monitored regularly. Having MPS offers many cost-reduction opportunities considering that the procurement of supplies and the servicing of the equipment is handled by the MPS company. These opportunities for lower print-related costs include:

• Lower or no training costs,

• More efficient employees,

• Greater savings on the procurement of components and supplies,

• Lower energy consumption with optimized print infrastructure, and

• Transparency and visibility of printer/copier usage allow for the creation and implementation of more cost-saving policies.

Protects sensitive information

Government agencies essentially handle personal and sensitive data, and thus, they have to ensure that the information isn’t printed out in an unsecured environment and is protected from data breaches. Information security is an important aspect of government-related operations.

An MPS company can provide a fleet of printers, copiers and multifunctional devices from highly reliable brands to ensure your data is well-protected. For example, Kyocera devices are equipped with state-of-the-art security and encryption features that will protect documents at every touch point. They are also capable of designating or limiting usage permissions to ensure that only authorized personnel can print/copy certain confidential documents.

Bottom Line

Regardless of the function of the organization, the process of document management for government agencies is essentially the same. State, federal and local government agencies may differ in their functionalities, but it can’t be denied that they all require MPS to make their processes more efficient, economical, sustainable and secure.

For superb document management solutions for government agencies, get in touch with us here at MSA Business Technology at once!