This document discusses the true costs of printing beyond just toner and paper. It highlights that multifunction printers have significantly lower costs per page than laser printers, with savings of up to $0.03 per page or 66% overall. It also notes that factors like device purchase/lease costs, maintenance, storage, and employee time for tasks like filing affect total printing costs. A survey found that most organizations use multifunction printers for scanning and faxing in addition to printing, and that these devices manage over half of total printing volume for many companies.

1. The great printer divide…
An illustrated breakdown of the true cost of
printing and insights to reduce output.


2. No… no!
Please
don’t take
my printer!
Grrrr…
let GO!
es something close to them...
is to show management
a financial savings
when you switch to more
cost effective output
devices.
Savings
Solving the dilemma when a colleague los
user
admin

3. But I
really
need my
own!
Fine! I’ll
let the CFO
decide.
Some LaserJets can cost up to $0.045 per page,
depending on the device
$0.015 avg. cost per page
on most top-line manufactures’
networked multifunction printers
sv
Cost includes OEM toner and maintenance kits only and does not
factor in service/maintenance or purchase/lease price
Cost includes OEM toner and service/maintenance.
Monthly lease cost is not factored in.
Average savings up to:
$0.03 per page or 66% overall
Factors


4. Costs
nd output volume need to be factored.Not all organizations are the same. Size a
 :


Aim for a 1:10 ratio of printers to
employees — they can walk!
Multiple, wide-spread offices,
some big, some small.
Most all MFP devices come with
state of the art security features
and their access can be
controlled easily
  
Variable data streams and mass
mailings from a centralized print
center

IT should be involved in the
assessment of devices, but not
necessarily to control costs. Do
consider them, however, in the
total cost of printing if they
maintain the devices (break-fix).
Size, spatial layouts and feasibility matter Some considerations affect cost but might be necessary

5. The total cost of a print thro


Device (purchased, leased)
Cost of paper
Toner cartridges
Maintenance kits, supplies,
Service
Electricity to power device




ugh its entire lifecycle
Storage
Internal = cost per square foot
External = cost per boxes
Delivery from
external storage
Downtime for
accessibility
Re-filing costs
Charges to place file back into
storage
The total cost of output The continued cost of upkeep


6. MCS
survey
conducted
july - august 2012
print survey
Sales
Education (11%)
Healthcare (11%)
Law Firm (44%)
Other (33%)

7. The total cost of a print throDoes your organization
use MFP devices for
printing?
73% - Yes
9% - No, use LaserJets
18% - Don’t know
MFP

8. The total cost of a print thro Does your organization
use the MFP devices
for other functions
such as scanning or
faxing?
100% - Yes
Power to the
#workflow

9. The total cost of a print throIn your best estimate,
what total % of
printing goes through
the MFP devices?
Less than 10% - no responses
Between 11-50% - 14% 
Between 51-75% - 43%    
Over 75% - 14% 
Skipped (N/A) – 29%



MFP

10. The total cost of a print throDoes your organization
use a device
monitoring system to
manage and see the
active status of the
MFPs and/or printers
(this can include
checking toner/paper
levels or viewing
volume/meter reports
and so on)?
43% - Yes
43% - No
14% - N/A


11. The total cost of a print throIn your best estimate,
what is the ratio of
print devices to people
(printers : people)?
 : 43% are 1:5
 : 29% are 1:10
 : 14% are greater than 1:10 ( you rock!)
Didn’t know 
14%

12. About this report: to highlight the often unknown or
overlooked expenses tied to printing and device management.
Print spend data is complied from MCS’ long history of
managed print services and reflects true to life spend.
About the author: Daniel S. Carroll is the Manager of Client Strategy and Business
Solutions for MCS Management Services, overseeing their managed print and device
management solutions with a unique focus of improving information management through
emerging technology. In addition, Daniel is the leading voice of MCS’ green office and facilities
sustainability program focused on waste reduction in the form of output and energy control.
About: MCS Management Services is a women-owned business enterprise and a leading provider of
on-site business support services, including mail center operations, shipping and receiving, records
management, document and print center management, in-house litigation support, managed print
services and related professional services. We helps companies reduce operating costs, streamline
operations and improve service. Click below to learn more:

Managed
Print

Device
Management

Print/Copy
Center

Mail Services
Outsourcing
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