Output Service Solutions (OSS) is a comprehensive approach to managing an organization’s document output. It integrates printing, scanning, faxing, and copying services into a cohesive solution, typically managed by an external vendor through a Managed Print Service (MPS). OSS ensures that businesses can effectively manage their document needs while minimizing costs and improving efficiency.
Key Benefits of OSS:
- Cost Efficiency: OSS providers optimize the print environment by eliminating unnecessary hardware, consolidating devices, and using efficient print strategies, which can significantly lower overall printing costs.
- Reduced IT Workload: OSS services are usually outsourced to third-party vendors, reducing the need for internal IT resources to manage and maintain printers and copiers.
- Sustainability: By monitoring usage and promoting digitization, OSS helps reduce paper waste, energy consumption, and unnecessary prints, supporting sustainability goals.
- Security: Modern OSS solutions include secure print release features, ensuring that sensitive documents are only printed when the authorized person is at the machine, reducing the risk of unauthorized access to sensitive information.
Other Printing Solutions: Toner Agreements, Per Print, and More
In addition to OSS, several other printing solutions are available to help businesses control printing costs, optimize performance, and improve operational efficiency. Two of the most popular are toner agreements and per-print billing models.
1. Toner Agreements
A toner agreement is a service provided by printing vendors where toner supply is managed and replenished by the vendor based on the usage of the organization. This service is often bundled with the purchase of printers or leased as part of an MPS contract. Toner agreements are particularly beneficial for organizations with high print volumes.
- Benefits:
- Automatic Replenishment: The printer communicates with the vendor when toner levels are low, triggering an automatic reorder. This eliminates the risk of running out of toner unexpectedly.
- Cost Predictability: Many toner agreements are structured as a monthly or quarterly subscription, making printing costs predictable.
- Waste Reduction: The automatic system ensures that businesses only receive the toner they need, reducing excess inventory and waste.
2. Per-Print Billing (Cost-Per-Print Model)
Under the per-print billing model, businesses are charged a fixed cost for each page printed. This model is commonly used in Managed Print Services (MPS) and offers a transparent way to manage printing costs.
- Benefits:
- Cost Control: Businesses pay only for the pages they print, helping to manage costs efficiently.
- All-Inclusive: The cost typically includes consumables (toner, paper) and maintenance, reducing the need for separate expenditures.
- Reduced Waste: Knowing the cost of each page printed often encourages employees to print more responsibly, reducing unnecessary prints.
3. Managed Print Services (MPS)
MPS involves outsourcing the management of your printing fleet (printers, scanners, copiers) to a third-party provider. The provider monitors print usage, maintains devices, and supplies consumables like toner and paper. Some vendors offering MPS solutions include HP, Xerox, and Canon.
- Benefits:
- Centralized Management: MPS consolidates all print-related services, simplifying workflows and improving efficiency.
- Cost Savings: By optimizing print usage and consolidating devices, MPS can reduce both operational and capital expenses.
- Enhanced Security: MPS providers offer secure printing solutions that protect sensitive data and ensure compliance with regulations.
4. Subscription-Based Printing Services
Some vendors, like HP, offer subscription services such as HP Instant Ink, where businesses and individuals subscribe to a plan based on expected print volume. This model simplifies printing costs and ensures timely delivery of ink cartridges.
- Benefits:
- Automatic Delivery: New ink or toner is shipped when levels are low, ensuring uninterrupted printing.
- Predictable Costs: Subscription pricing helps businesses manage and forecast printing expenses.
- Sustainability: Subscription services often include recycling programs, reducing the environmental impact of used cartridges.
Printer Solutions and Trends in Sri Lanka
1. Shift to MPS and Cloud-Based Printing
In Sri Lanka, SMEs, corporates, and government sectors are increasingly adopting Managed Print Services (MPS) and cloud-based printing solutions. These services allow organizations to centralize their printing infrastructure, enhance document security, and reduce operational costs by outsourcing the management of their print environment to service providers like HP, Canon, and Xerox.
- Key Benefits:
- Cost Savings: MPS helps reduce hardware costs by optimizing the number of devices needed for printing, copying, and scanning.
- Improved Efficiency: Cloud-based printing allows remote workers to send print jobs from anywhere, making it easier for businesses with hybrid work models to manage their print needs.
2. Adoption of Eco-Friendly Printing Solutions
Many businesses and government organizations in Sri Lanka are adopting eco-friendly printing solutions, such as recycled paper, energy-efficient printers, and digital workflows that reduce paper use. Vendors are promoting energy-efficient laser printers and ink tank printers that offer long-term savings by reducing cartridge replacement frequency and energy consumption.
- Sustainability Impact: Eco-friendly printers and MPS reduce environmental impact by lowering energy consumption, paper waste, and cartridge usage.
3. Security-Driven Printing
With growing concerns over data security, especially in the corporate and government sectors, secure printing solutions have become a priority in Sri Lanka. Vendors offer secure print release and authentication solutions that ensure sensitive documents are only printed when the user is physically at the printer, preventing unauthorized access.
- Benefits for Government and Corporates: These solutions enhance compliance with data protection laws, which are crucial for industries dealing with sensitive information like healthcare, finance, and government.
Conclusion: The Future of Printing Solutions in Sri Lanka
Printing solutions in Sri Lanka are evolving with the global trend toward efficiency, sustainability, and security. MPS, cloud-based printing, and subscription models are driving innovation, while eco-friendly practices and secure printing are helping businesses meet regulatory standards and sustainability goals. These advancements in printing technologies offer significant benefits to SMEs, corporates, and government sectors in terms of cost control, streamlined operations, and enhanced security.
Sources:
- HP MPS Overview: HP Managed Print Services
- Xerox Cloud Print Solutions: Xerox Cloud Print
- Canon MPS Solutions: Canon Managed Print Services
