If you are looking to start a new managed print service (MPS) agreement with a new partner or you are looking into your first one, here is a list of information you need to have in order to get the most out of your agreement.

1. What You Need to Start a
Managed Print Service
(MPS) Agreement
Checklist included at the end

2. Getting started

3. What you’ll get with this slide deck.
If you’re new to MPS or looking to switch providers, this guide can help you along the
way. You will get a step by step process to starting with a new MPS partner and what
information you’ll need along the way.
There is a link to a PDF checklist version of this document at the end.

4. What is managed print services (MPS)?
Printing can be complicated. MPS is a service that partners you with a certified
partner that can help you plan, deploy and maintain your printers, copiers, label
printers and most all things that put images on paper. There are also a lot of digital
processes that a MPS partner can help you with as well.
With MPS you normally get:
•Supplies
•Parts
•labor
Now that we covered what you get and what MPS is, let’s get to the information you
will need to start with or switch to a new MPS provider.

5. Gather and provide
fleet data to new MPS
partner
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6. Gather and provide fleet data to new MPS partner
In order for your new MPS provider to service your business, they will need to know:
•Devices you have
•Locations of those devices
•Who (people or department) prints to them
•If you have any running data on them like average monthly page
Any good MPS partner should always run a print and workflow assessment when
starting out, but it never hurts to have more information and it also works as a check to
make sure nothing is left out or lost in the transition.

7. Provide current terms
and conditions to new
MPS partner
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8. Provide current terms and conditions to new MPS partner
If you currently have a MPS agreement in place but are looking to switch providers, it is
helpful to share your current terms and conditions with the new partner. This helps to
ensure that there is nothing forgotten in the transition process. If there are any time
frames to cancel, any leases and their terms and to make sure nothing is overlooked
like a digital fax solution with its own agreement.
Managed print providers are experienced in looking over this information and will be
able to inform you of any contractual agreements that need to be handled before being
able to move forward.

9. Provide current service
and supply logistics to
new MPS partner
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10. Provide current service and supply logistics to new MPS
partner
There are many different ways that you can get service and supplies from a MPS
partner. It is important to review your current logistics with your new MPS partner to
make sure you get the same level, or even better if able, service that you have come to
expect. This information includes where devices are to make sure that the correct toner
goes to the correct location, how fast you should get service or supplies and what is
considered a “service response”.
This is the main part of managed print, getting supplies and repairs, so it is important to
cover and agree on a level of service that is good for both parties.

11. Review network
structure with new
MPS partner
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12. Review network structure with new MPS partner
Copiers these days are incredible. They can not only duplicate a page, but can send
that page to a digital folder, email it and do many other digital based processes with it.
For all of this to run correctly, your MPS partner will need to know the set up of your
network. This can be rather intense at times depending on what solutions you are
getting, but the basic information needed is:
•Email configuration
•Any file storage system
•Fax configuration
•Remote access to your network (depending on service and solution)
•Network configuration

13. Review any specialized
processes with new
MPS partner
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14. Review any specialized processes with new MPS partner
Your MPS partner will need to know what is being printed on your devices. It is important
to note if there are any:
•Medical records
•Marketing material
•HR processes
•Legal/financial preprinted forms
•Special finishing requirements
This information can change the MPS proposal and recommended devices. It is
important to stay compliant with government and industry regulations, and your MPS
partner can help with, and needs to be aware of, this.

15. Had an assessment
done with new MPS
partner
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16. Had an assessment done with new MPS partner
Every MPS provider should preform a print and workflow assessment on your office.
This will tell them:
•How much your company is printing
•Where the heavy print volumes are
•Workflows that need to stay in place
•and more
With an assessment, the MPS provider can give you a proper recommendation and a
proposal for helping you manage your printing fleet moving forward.

17. Had any used or
current printers or
copiers inspected by
new MPS partner
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18. Had any used or current printers or copiers inspected by
new MPS partner
Depending on how your agreement is set up, it is important to let your new provider look
over any devices your are planning on keeping and putting under contract. Not all MPS
providers are certified on all manufactures of printers and copiers. Sometimes a partner
might not be able to service a device or a device is too old and worn down for them to
be able to put it in a maintenance agreement.
Most times, all your devices will get a green light, it is just nice to give the MPS partner a
heads up on the printing fleet, let them know what's out there so there are no surprises.

19. Signed the contract
with new MPS partner
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20. Signed the contract with new MPS partner
Once the assessment is complete, the data and processes have been reviewed and
terms have been agreed upon – all that is left to do is sign the new MPS agreement
and start enjoying your benefits of working with a managed print partner.
Make sure that you agree on a regular scheduled review process, once a quarter is
common, to have your partner meet with you on your printers and copiers – how
they’re holding up, if there are any red flags and to review your printing trends.

21. Download the checklist
If it is easier for you, feel free to download the one page PDF checklist that accompanies
this slide deck. There are no obligations if you do and we wont ask you for any personal
or professional information – just click and receive, no strings attached.
Download the checklist here!Download the checklist here!