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Part of the growth cycle of businesses and government organisations is the fact that new departments or workgroups are made to address emerging needs. Often these have their own budgets and cost centres. This, historically, earnings that acquisition of copiers and photograph devices is often made without reference to any centralised focus, resulting in a loss of efficiency and profitability.

Managed Photograph Services (MPS) has, in recent years, become the benchmark concept for photograph cost control. It involves managing photograph/copy device fleets (copiers, printers, multifunction devices, and fax apparatus) in an intelligent, centrally-controlled way.

Naturally, this can be part of an domestic re-organisation. But MPS as a term is usually associated with outsourcing the photograph fleet specification and acquisition to an external supplier. Such a supplier can provide and end-to-end management function to include a Photograph Audit for the entire organisation. It can also specify equipment type and numbers, give hardware, networking and software systems, plus associated support and ongoing management of faults, consumables and upgrades.

Managed Photograph Services – the stages toward implementation

a. SWOT Analysis: A complete “Strengths and Weaknesses” profiling of all current devices and their uses in different departments and workgroups. During this phase of MPS implementation, the watchword is to establish and paper a complete control of the existing device fleet, by analysing use of currently owned assets

b. Optimisation: At this point, the implementation is focused upon optimising the existing printer / copier fleet. Devices can be re-deployed and better used throughout the establishment – maybe without the need to get rid of equipment or buy any new equipment

But, there would usually be a very strong argument emerging from the SWOT analysis, for the rationalisation of the printer estate and the standardisation of the photograph platform to a single vendor. Not least, this would ensure that truly universal photograph drivers can be deployed across the organisation, immediately giving savings in terms of IT resources.

3) Development of Processes: Once the hardware, functionality and networking of systems is complete, then business processes to increase efficiency, save costs and minimise environmental impact are all part of any MPS initiative.

This might include, for example, the implementation of “sleep” mode at night, introduction of mono vs. colour defaults (colour only when necessary, or under password supervision) and ensuring everyday photograph is black and white and double sided, hopefully moving the fleet from a single sided environment, to a mainly duplex one.

In addendum, the introduction of a single cost per page pricing structure (regardless of photograph type) facilitates the monitoring of costs across the whole photograph network, easily charged out across various sites or departments.

Managed Photograph Services – Suppliers

Managed Photograph Services providers have in the past tended to be hardware-centric and focussed on particular equipment manufacturers such as Canon, Hewlett-Packard or Xerox. But the most successful providers have went more and more to the benefit-led element, specifying infrastructure first and then defining the hardware solutions from particular manufacturers to support the specification.

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Jimi St. Pierre -
About the Author:

Jimi St. Pierre writes for several Managed Photograph Services companies in the UK, including Principal I Ltd, the Horsham-based business solutions provider and Photograph Audit experts

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