Every organisation depends on efficient document production, whether for internal communication, client materials, or record keeping. Yet, the way a business manages its printing can have a significant impact on its operational efficiency and costs.
Two common approaches dominate this area. Some companies choose to handle all aspects of printing internally, known as in-house printer management, while others partner with a specialist provider through Managed Print Services (MPS).
Both models have advantages and potential drawbacks. The key lies in understanding which approach best aligns with your organisation’s goals, resources, and print requirements. This article explores both options in detail, comparing cost efficiency, control, reliability, and long-term sustainability to help you make an informed decision.
Understanding In-House Printer Management
In-house printer management means that a business owns, maintains, and oversees all of its printing equipment. This includes purchasing printers, sourcing toner and paper, performing maintenance, and troubleshooting faults.
The internal IT department or office administration team typically manages these tasks. While this approach offers direct control, it also requires time, technical expertise, and ongoing budget allocation.
Many organisations begin with this model because it appears straightforward. Printers are purchased as needed, consumables are ordered when supplies run low, and repairs are arranged when issues occur. However, as the number of devices and print volumes increase, managing this environment can become increasingly complex and costly.
Understanding Managed Print Services
Managed Print Services involve outsourcing the management of your entire printing infrastructure to a specialist provider Document Systems. The provider takes responsibility for monitoring, maintaining, and optimising all printers and multifunction devices.
An MPS agreement usually includes regular supply of consumables, automatic monitoring of printer performance, proactive maintenance, and detailed reporting on usage and costs.
The goal is to make printing more predictable, cost-effective, and environmentally sustainable while freeing internal teams from routine administrative and technical tasks.
Cost Management and Financial Predictability
One of the main differences between in-house management and Managed Print Services lies in cost control. In-house management often appears cheaper initially because the business only pays for hardware and consumables as needed. However, hidden costs can accumulate over time, including emergency repairs, downtime, excess toner usage, and energy inefficiencies.
Managed Print Services operate on a predictable monthly or quarterly payment model. This covers equipment, maintenance, and supplies in one consolidated fee. The provider continuously monitors print usage to identify opportunities for savings, such as reducing unnecessary printing or consolidating underused devices.
In most cases, businesses that switch to MPS experience an overall cost reduction of between 20 and 30 per cent due to improved efficiency and reduced waste.
Control and Visibility
Many businesses believe that managing printers in-house provides greater control. While this is true in a physical sense, it often lacks visibility. It is difficult to know how much is being printed, which departments are responsible for the majority of output, or how much each page costs.
Managed Print Services introduce full transparency through detailed usage reports. These reports show exactly how printers are being used, highlighting trends and inefficiencies that can then be addressed.
This level of insight allows management teams to make informed decisions, such as introducing print policies or setting departmental quotas, ensuring that control is based on data rather than assumption.
Maintenance and Technical Support
In-house printer management places the responsibility for maintenance and troubleshooting on internal staff. This often means that IT teams must divert attention from strategic projects to deal with paper jams, driver updates, or toner issues.
With Managed Print Services, maintenance and support are handled by experienced technicians who monitor devices remotely. Problems are identified and resolved before they cause disruption. This proactive approach reduces downtime, extends the life of each printer, and ensures consistent performance.
The result is a smoother, more reliable print environment that allows staff to remain focused on their primary roles rather than equipment management.
Security and Compliance
Security has become a major concern for all organisations, particularly in sectors dealing with sensitive data such as healthcare, education, and finance. In-house printer management often lacks the systems needed to secure data effectively. Unsecured printers can become weak points in an organisation’s network, and documents left on output trays can lead to data breaches.
Managed Print Services incorporate advanced security features including user authentication, encrypted data transmission, and secure print release. These measures ensure that only authorised users can access documents, protecting confidential information and helping organisations comply with UK data protection and GDPR requirements.
Security audits and regular updates further reduce risk, giving businesses peace of mind that their document workflows are compliant and protected.
Scalability and Flexibility
As businesses grow or change, their printing needs evolve. Managing printers in-house can make it difficult to scale efficiently. Purchasing new devices or renegotiating supply contracts requires time and investment.
Managed Print Services are designed with scalability in mind. Providers Document Systems can easily adjust the service level as your needs change, adding or removing devices and modifying usage plans. This flexibility ensures that printing capacity always matches business demand without unnecessary expenditure.
Efficiency and Sustainability
Efficiency and environmental responsibility go hand in hand. In-house printing environments often develop inefficiencies over time. Devices may be underused or outdated, energy consumption may be higher than necessary, and paper waste can accumulate due to lack of monitoring.
Managed Print Services address these challenges through optimised device placement, energy-efficient equipment, and print monitoring tools that encourage responsible behaviour. Automatic duplex printing, digital document workflows, and proactive maintenance reduce waste while maintaining productivity.
For organisations committed to sustainability, MPS provides measurable improvements in energy usage, paper consumption, and waste reduction, all of which can contribute to achieving environmental certifications or corporate responsibility targets.
Digital Integration and Future Readiness
One of the most significant advantages of MPS is its ability to integrate printing with digital transformation strategies. While in-house management focuses on hardware maintenance, MPS includes digital workflow solutions that enable scanning, cloud storage, and document automation.
This integration supports a hybrid working environment, allowing staff to print or scan securely from any location while maintaining full compliance with company policies. As more organisations adopt digital document management, MPS ensures that print infrastructure remains aligned with modern workplace technology.
Comparing the Pros and Cons
Both Managed Print Services and in-house printer management offer certain advantages. In-house management provides immediate control and may suit very small businesses with minimal print needs. However, it demands time, technical skill, and consistent oversight to remain cost-effective.
Managed Print Services, on the other hand, deliver predictable costs, advanced security, and a structured approach to efficiency. The trade-off is a service contract, but this is generally outweighed by the benefits of professional monitoring, reduced waste, and stronger compliance.
In most medium and large organisations, the combination of financial savings, reliability, and scalability makes MPS the preferred choice for long-term sustainability and digital readiness.
The Role of Document Systems
Document Systems provides Managed Print Services across the UK, helping businesses of all sizes gain control over their printing environments. The company begins with a detailed assessment of the current print infrastructure, identifying inefficiencies and opportunities for improvement.
Once implemented, providers monitor performance remotely, ensuring devices remain in excellent condition. Toner supplies are delivered automatically, maintenance is carried out proactively, and detailed reports give clients full visibility of their usage and costs.
Beyond cost reduction, providers help organisations align their printing with digital transformation goals, introducing scanning workflows, secure document management, and environmentally responsible practices that future-proof their operations.
Common Misconceptions
A common misconception is that Managed Print Services are expensive compared with handling printing in-house. In practice, MPS often lowers total costs once maintenance, supplies, and energy are taken into account.
Another misunderstanding is that outsourcing means losing control. In fact, MPS increases control by providing data-driven insight, enabling more precise management decisions.
Some believe MPS is only suitable for large enterprises, but modern services are scalable and can be tailored to small and medium-sized businesses with equal success.
Frequently Asked Questions (FAQs)
Is Managed Print Services suitable for small businesses?
Yes. MPS solutions can be scaled to suit small organisations and often provide access to advanced technology that would otherwise be unaffordable.
What happens if a printer breaks down?
MPS providers handle all maintenance and repairs, usually identifying issues remotely before they cause disruption.
Will we need to replace our current printers?
Not necessarily. MPS providers assess each device and retain those that are efficient and compatible with the managed system.
Can MPS help with sustainability targets?
Yes. By reducing paper, toner, and energy use, MPS contributes to improved environmental performance and compliance with UK sustainability standards.
What level of support is provided?
Comprehensive support includes remote monitoring, on-site servicing, automatic supply replenishment, and detailed performance reporting.
Conclusion
The decision between Managed Print Services and in-house printer management depends on the scale, complexity, and goals of your organisation. For smaller offices with minimal printing, managing devices internally can be adequate. However, for businesses seeking long-term cost savings, improved security, and greater operational efficiency, Managed Print Services offer a more strategic solution.
By partnering with a trusted provider Document Systems, organisations gain a controlled, secure, and future-ready print environment that supports wider digital and sustainability objectives while freeing staff to focus on core business activities.