Outsourced Print Management, Outsourced Printer Support, or Internal Support: A Guide for Businesses

February 16, 2024

3 min read

When it comes to managing your company’s print needs, you’re faced with several options: outsourced print management, outsourced printer support, or internal support. Understanding which approach is best for your business requires a clear understanding of what each option entails and its implications on cost, control, expertise, and overall business operations.

Novatech has helped companies who have utilized each of these strategies for nearly 25 years. There is a place for each one, so it is important to consider your business goals as you decide which one is right for your company.

Let’s look at each method to support a printer fleet and cover the benefits offered by each one.


Managed Print Services (MPS)

MPS involves handing over all print-related operations to an external service provider. It is particularly beneficial for businesses with numerous printers or multiple locations. By outsourcing to a Managed Print Service provider, businesses can expect:

  • Cost Efficiency: Outsourcing can significantly reduce capital expenses as it eliminates the need for businesses to invest in expensive printing equipment, making it particularly beneficial for small and medium-sized businesses.
  • Enhanced Productivity: It allows staff to focus on core business activities, boosting overall efficiency.
  • Access to Expertise and Technology: Businesses gain access to the latest printing technology and software without heavy investment.
  • Improved Sustainability: Managed print service providers often focus on reducing waste and promoting environmental sustainability.
  • Improved Security: With a managed print plan, our security experts will help ensure printers are not a source of failure in your network security goals. We do this by keeping firmware updated, ports locked and access limited.


Outsourced Printer Support

This option is ideal for companies that want simple printer maintenance but prefer to manage security and helpdesk tickets internally. It offers the following advantages:

  • Reduction in In-House Workload: Outsourcing printer support can lighten the workload of in-house employees, allowing them to focus on other critical business operations.
  • Access to Specialized Expertise: You gain access to specialized technicians who have experience in printer maintenance and repair.
  • Cost-Effective for Specific Needs: It can be more cost-effective, especially for businesses with less complex printing requirements.


Internal Support

Managing all aspects of printing internally may suit very small companies (with less than 3 employees) or very large organizations (with more than 3000 employees), especially those that use “throwaway” units or standardize on specific models. Benefits include:

  • Complete Control: You maintain total control over your print management and operations.
  • Long-Term Support and Security: In-house management is beneficial for long-term support and handling sensitive information.
  • Cost-Effective for Specific Situations: It can be more cost-effective in the long run if your company has the necessary expertise and resources to manage printers efficiently.


Novatech Can Help With Custom Support Plans

The choice between outsourced print management, outsourced printer support, or internal support depends on various factors, including the size of your organization, the complexity of your printing needs, budget constraints, and the importance of control and security in your operations.

For most companies, especially those in the middle range in terms of size and complexity of printing needs, MPS or outsourced printer support tends to be the more effective solution, offering a balance of expertise, cost efficiency, and productivity gains.

Written By: Editorial Team

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