Reaching print and document management maturity through a managed print services partnership

One of the most effective ways for an organisation to evaluate current print and document maturity and grow to higher levels of maturity is in partnership with a managed print services (MPS) provider.. The economic recovery is, at best, tepid. To...

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One of the most effective ways for an organisation to evaluate current print and document maturity and grow to higher levels of maturity is in partnership with a managed print services (MPS) provider..

The economic recovery is, at best, tepid. To grow or maintain profits, organisations continue to seek ways to control costs and boost employee productivity. At the same time, the savvy organisation is looking for opportunities to boost revenue growth through innovation, best-in-class technologies, and process reengineering.

Many organisations have little visibility into the total cost of printing and document processes. Print and document management policies, if any exist, are often ad hoc, without collaboration or coordination between disparate functions and business units. Paper and manual processes frequently bridge the gap between incompatible business systems.

IDC research has shown that information work is inherently document intensive and that information workers waste a significant amount of time contending with challenges related to working with documents. Some 42% of documents used by an average worker are paper based, and 62% of employees say paper document volume has either stayed the same or increased.

At the same time, cloud-based applications, mobile devices, and the increasing socialisation of business applications are contributing to rapid changes in requirements for imaging and output.

IT managers have the opportunity to mitigate these challenges. An IDC survey of CIOs in the United States and Western Europe ranked increasing productivity high on the list of business initiatives that were expected to drive IT investment, along with reducing costs and improving business processes.

One way to achieve this is to develop or acquire new competencies related to both print and electronic document workflows. IT managers and their colleagues must develop a holistic understanding of their organisation's current status in terms of print and document management and a road map to effectively leverage new technologies and business models consistent with company strategy and culture.

One of the most effective ways for an organisation to evaluate current print and document maturity and grow to higher levels of maturity is in partnership with a managed print services (MPS) provider. Outsourcing provides access to current and ongoing technology and print and document domain expertise that may not be resident within an organisation. In addition, outsourcing reduces the administrative costs associated with managing a program internally, including management of multiple vendors.

A method of assessing print and document management maturity is needed as a planning tool, as a way to determine an organisation's progress in adopting print and document management tactics, to define short and long term objectives for improvement and to evaluate potential managed print services and managed document services providers. IDC's Print and Document Management (PDM) Maturity Model provides this framework.

Posted by Holly Muscolino, research director, IDC

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