Managed Print Services for Cost Control & Visibility

Your Print Environment: Lack of Visibility, Rising Costs, and Security Gaps?

Most organizations underestimate the true cost of printing, with departments buying devices independently, ordering supplies inconsistently, and leaving usage untracked, which drives up waste and bloated budgets. Without visibility, print becomes an uncontrolled expense, even though a well-managed program can help you:

Reduce costs by 10 to 30 percent
Gain visibility into print usage and spending
Control waste and unnecessary expenses

At the same time, unsecured documents, unmanaged device access, and lack of print policies create serious risks that can:

Strain IT resources
Expose sensitive information
Frustrate your team

Insight and Assessment

We start with the Datamax Discovery Assessment and audit your entire print environment. We gather data from every device, user activity, and workflow to show you how much printing costs, where waste occurs, and who prints what. This makes budgeting and planning straightforward and helps you eliminate surprise expenses.

Cost Control and Accounting

Moving beyond visibility, we implement print accounting tools that assign costs to departments, groups, or individual users. With this level of detail, you can set realistic budgets and track print activity against them. You also get reports that highlight cost-saving opportunities and help you prioritize action.

Secure Output Policies

Security features like secure print queues and authenticated release technology ensure sensitive documents are only printed when the authorized user is present. These tools reduce data exposure and cut down on reprinted jobs left in trays. Your print environment becomes a controlled, auditable part of your overall security strategy.

Rules-Based Printing

By applying intelligent printing rules, Datamax helps enforce behaviors that reduce waste and lower cost. Rules might include routing complex jobs to the most economical device, defaulting to black and white / duplex output, or limiting printing rights based on roles. This approach curbs unnecessary printing and strengthens policy compliance.

Mobility and Hybrid Support

Today’s workforce prints from many kinds of devices and locations. With secure mobility printing solutions, users can send jobs from laptops, tablets, and phones — without compromising security or cost efficiency. Devices and access rights are controlled centrally for consistent policy enforcement.

A Print Strategy Designed Around Your Environment.

Managed Print Services should reflect the way your organization works, not force you into a generic approach. Our consultants work directly with your team to create a strategy tailored to your needs.

Defined cost targets and measurable performance goals
Print strategies aligned to your workflows and operations
Regular reviews to adapt as your organization evolves

Protect Sensitive Information and Maintain Compliance.

Today’s organizations need more than printers that simply work. You need tools and policies that help secure documents, support compliance requirements, and give your team greater control over printing activity across departments and locations. PrintCare helps reduce risk while improving accountability and efficiency.

Built-in security and compliance controls
Secure print release and mobile printing capabilities
Improved visibility into print activity and usage trends
Measurable savings through smarter print management

Responsive Service Backed by Local Teams.

Reliable support matters when print issues impact productivity. With local service teams across Texas and Arkansas, your organization receives responsive support from professionals who understand your business environment. Combined with remote monitoring and ongoing optimization reviews, PrintCare helps keep your print infrastructure running smoothly.

Local support teams throughout Texas and Arkansas
Technicians with Advanced Certifications backed by ongoing training investment
Local warehousing and strategic parts drop locations
Regular strategy and performance reviews

Built for Organizations Focused on Control and Efficiency.

If printing feels unpredictable or difficult to manage, Managed Print Services can help bring structure and clarity to your environment.

This service is ideal for organizations that:

Want to reduce printing costs across departments
Need secure document handling and print release policies
Support distributed or remote workforces
Want IT teams focused on higher-value priorities
Need greater visibility into print budgets and usage
Prefer a more controlled and predictable print environment

How To Get Started

Step 1

Schedule a Conversation

You meet with a Datamax specialist who listens first and gathers information about your environment and goals.

Step 2

Assess and Analyze

Our team will evaluate devices, workflows, service history, print volumes, security posture, and cost structure.

Step 3

Deliver Clear Recommendations

We review your environment so conversations stay focused and productive. Then, you get practical, tailored guidance with clear next steps.

Step 4

Review Performance Regularly

Our team will regularly conduct strategic reviews of your custom strategy and help your business maintain hyper focus on service performance, technology features and capabilities, and your return on technology investment.

Schedule Your Discovery Assessment

FAQ

Managed Print Services (MPS) is a program that monitors, manages, and optimizes your organization’s printers, copiers, and print activity. It reduces print costs, improves device performance, and strengthens document security through centralized control and reporting.

Most organizations reduce print-related costs by an average of 10 to 30 percent after implementing Managed Print Services. Savings come from eliminating unnecessary printing, right-sizing equipment, automating supply management, and enforcing print policies.

MPS reduces costs by tracking usage, assigning print costs to departments, enforcing rules such as duplex and black-and-white defaults, eliminating redundant devices, and preventing waste through secure print release technology.

Yes. Managed Print Services improves security by requiring user authentication before print release, encrypting print jobs, restricting device access, and tracking document activity. This helps reduce data exposure and supports compliance requirements.

Secure print release requires users to authenticate at the device before documents are printed. Jobs remain in a secure queue until released, preventing sensitive documents from being left unattended in output trays.

MPS provides audit trails, user-level reporting, and access controls that support compliance in industries such as healthcare, legal, education, and finance. It helps protect sensitive information and demonstrates accountability in document handling.

A typical MPS agreement includes a print assessment, device monitoring, supply automation, maintenance, print accounting, security controls, usage reporting, and ongoing performance reviews.

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