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PHOTIZO

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;OL,_LJ\[P]L»Z0U[YVK\J[PVU[V4HUHNLK7YPU[:LY]PJLZ Executives may suspect that their cost to print and distribute documents is WYVIHIS`[VVOPNOI\[[OLHJ[\HSÃ&#x201E;UHUJPHSPTWHJ[VMWYPU[PUNPZMYLX\LU[S`\UKLYestimated â&#x20AC;&#x201C; sometimes by a wide margin. Corporate printing is largely decentralized. Departments and individuals make their own decisions about hardware, maintenance, supplies and usage. As a result, the costs to create documents HYLZWYLHKHJYVZZÃ&#x201E;UHUJPHSYLWVY[ZMYVTT\S[PWSLI\ZPULZZ\UP[Z3PULP[LTL_WLUZLZHYLKPMÃ&#x201E;J\S[[VPKLU[PM`HUKPTWVZZPISL[VJVTWHYL .L[[PUN H OHUKSL VU WYPU[PUN JVZ[Z HUK PKLU[PM`PUN VWWVY[\UP[PLZ MVY WV[LU[PHS ZH]PUNZPZ[OLPUP[PHSPU[LYLZ[PUTHUHNLKWYPU[ZLY]PJLZ47:<ZPUNPUMVYTH[PVUWYV]PKLKI`HWYVMLZZPVUHS47:HZZLZZTLU[[VHMMLJ[JOHUNLHUKPTWYV]L V[OLYI\ZPULZZWYVJLZZLZPZWHY[VM47:HZ^LSS 47: KVLZ UV[ Z[VW H[ JVZ[ ZH]PUNZ 0[ PZ WHY[ VM H [V[HS 0; Z[YH[LN` [OH[ ^VYRZ to boost business optimization. Businesses that adopt MPS to cut cost, realPaLHKYHTH[PJIVVZ[PU0;LMÃ&#x201E;JPLUJ`(JVTWHU`^P[OLTWSV`LLZJ\[Z[OLPY 0;KLWHY[TLU[»Z[PTLZWLU[KL]V[LK[VZ\WWVY[PUN[OLWYPU[Ã&#x2026;LL[I`OV\YZ WLY `LHY 0THNPUL OV^ THU` TVYL [HZRZ HYL UV^ NL[[PUN H[[LU[PVU ;OPZ ZHTL JVTWHU`^V\SKHSZVYLK\JL[OLPYLU]PYVUTLU[HSPTWHJ[YLK\JPUNOHYKJVW`Ã&#x2026;LL[ LTPZZPVUZI`WLYJLU[ 6YNHUPaH[PVUZ MYVT KPMMLYLU[ PUK\Z[YPLZ OH]L HSYLHK` KLJPKLK [OH[ LMMLJ[P]LS` THUHNPUN [OLPY KVJ\TLU[Z YLX\PYL H ZWLJPHSPaLK ZL[ VM ZRPSSZ HUK L_WLYPLUJL [OH[PZNLULYHSS`UV[H]HPSHISLPUOV\ZL;OL[YLUK[VLUSPZ[[OLHPKVMRUV^SLKNLable partners that can manage the printing environment as a service is rapidly becoming the norm. *VTWHUPLZOH]LKPMMLYLU[VIQLJ[P]LZ^OLUP[JVTLZ[V47::VTLVM[OLZLHYL! Â&#x2039; Â&#x2039; Â&#x2039; Â&#x2039; Â&#x2039; Â&#x2039;

/HYK^HYLÃ&#x2026;LL[YLK\J[PVU Fleet standardization Reduction in print volumes Improved document security Better cost control ,U]PYVUTLU[HSILULÃ&#x201E;[Z

In this paper we will introduce expanded MPS concepts, challenges companies MHJL^OLULTIHYRPUN\WVU47:WYVQLJ[ZHUK\UJVUZPKLYLKILULÃ&#x201E;[Z+PZJV]LY ^OH[47:PZHUK^OH[P[PZU»[SLHYUILZ[WYHJ[PJLZMVYZ[HY[PUNHZ\JJLZZM\S47: program and much more.

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Managed print services is a concept embraced by companies all across the NSVIL)`TVYL[OHUVUL[OPYKVMOHYKJVW`KL]PJLWYVJ\YLTLU[^PSS[HRL place through MPS contracts.

Photizo Group is the leading reZLHYJO HUK JVUZ\S[PUN Ã&#x201E;YT ZWLcializing in the managed print ZLY]PJLZ 47: PUK\Z[Y` <UPX\LS` WVZP[PVULKH[[OLJLU[LYVM]LUKVY channel and end-user communities, we provide MPS insights, perspectives and success to cliLU[ZHJYVZZ[OLNSVIL>LKV[OPZ through advisory services, proprietary research and consulting, industry publications and media, and educational events designed to help advise and educate clients as they navigate the rapidly changing MPS environment.

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7OV[PaV-HJ[! Companies that implement an MPS program reduce their printing costs by an H]LYHNLVMWLYJLU[ (Z\JJLZZM\SI\ZPULZZYLSH[PVUZOPWIL[^LLU47:]LUKVYZHUK[OLPYJ\Z[VTLYZ YLX\PYLZ[OL]LUKVY[VKL]LSVWPUKLW[ORUV^SLKNLHIV\[[OLJ\Z[VTLY»ZKL]PJLZHUK\ZHNL(KKP[PVUHSS`HRLLU\UKLYZ[HUKPUNVMI\ZPULZZWYVJLZZLZHUK ^VYRÃ&#x2026;V^ PZ ]P[HSS` PTWVY[HU[ (Z JVTWHUPLZ ZLLR V\[ WVZZPISL 47: WHY[ULYZ [OL` ULLK [V IL HISL [V KPZJYPTPUH[L IL[^LLU ZHSLZ Ã&#x2026;\MM HUK YLHS L_WLYPLUJL ;OPZPZHZ[YH[LNPJZVS\[PVUUV[HKH`[VKH`OHYKJVW`VMMLYPUN ,HYS`47:LMMVY[ZMVJ\ZVUZH]PUNZ[VILNHPULKI`LSPTPUH[PUN^HZ[LLUMVYJPUN standardization and improving device utilization. Enterprise-wide printing has [YHKP[PVUHSS`ILLU\UKLYTHUHNLK:PTWS`SVVRPUNH[WYPU[PUNMYVTHJVYWVYH[L standpoint, rather than a departmental perspective and actively managing the WYVJLZZ`PLSKZZVTLPTTLKPH[L^PUZ;OPZPZVUS`[OLÃ&#x201E;YZ[Z[LWPU[OL47:*\Ztomer Adoption Model. As the practice has matured, it has become clear there HYL HKKP[PVUHS ILULÃ&#x201E;[Z [V IL \UJV]LYLK" L]LU HM[LY [OVZL LHYS` ZH]PUNZ OH]L been realized. ;OL YVSL VM 47: ]LUKVYZ HUK [OLPY YLSH[PVUZOPWZ ^P[O J\Z[VTLYZ JOHUNL HZ [OLVYNHUPaH[PVUWYVNYLZZLZMYVTHOHYK^HYLJLU[YPJMVJ\Z[V\ZPUNKVJ\TLU[ THUHNLTLU[[LJOUPX\LZ[VPTWYV]LI\ZPULZZWYVJLZZLZ :PUJL7OV[PaVOHZILLUNH[OLYPUNPUMVYTH[PVUMYVTVYNHUPaH[PVUZHYV\UK the world through market research surveys, interviews, case studies and conMLYLUJLZ >L OH]L Z[\KPLK U\TLYV\Z VYNHUPaH[PVUZ [OH[ OH]L KLZPNULK HUK implemented MPS programs. In addition, we developed guidelines and best WYHJ[PJLZ[OH[RLLWVYNHUPaH[PVUZMYVT^HZ[PUN[PTLHUKTVUL`(Z[OLWYLTPLY WYV]PKLYVMHUHS`ZPZHUKPUMVYTH[PVUKLKPJH[LK[V47:7OV[PaVZ[YP]LZ[VTHRL YLSL]HU[PUMVYTH[PVUHUKYLZV\YJLZH]HPSHISL[VJVTWHUPLZ[OH[HYLSVVRPUNPU[V MPS as a strategic initiative.

7OV[PaV^HZ[OLÃ&#x201E;YZ[Ã&#x201E;YT[VKL]LSVW [OL JVUJLW[ VM 47:LUHISLK Hybrid Dealers with the groundbreaking Hybrid Dealer Report. ;OVYV\NO YLZLHYJO HUK \UKLYZ[HUKPUN SLK 7OV[PaV [V KLÃ&#x201E;UL [OL :[HNL *\Z[VTLY (KVW[PVU 4VKLSMVY[OL47:KLJPZPVUTHRPUNWYVJLZZ;OPZTVKLSOHZILLU widely accepted as an industry standard and expanded to include additional stages. ;OV\NO[ SLHKLYZOPW PU [OL 47: industry has not come without L_WLYPLUJL ;OL JVUZ\S[PUN [LHT H]LYHNLZ  `LHYZ VM PUKP]PK\HS industry experience with leading Ã&#x201E;YTZ SPRL 0)4 +LSS 9PJVO 84: 3L_THYR2VUPJH4PUVS[H2`VJLYH 4P[H:OHYWHUK5L^-PLSK0;;OPZ team has been invited to keynote and speak at industry and CXO JVUMLYLUJLZ HYV\UK [OL NSVIL 7OV[PaV W\ISPZOLZ [OL PUK\Z[Y`»Z VUS` WYVMLZZPVUHS QV\YUHS HUK H\thors articles in many publications HZ^LSSHZILPUNX\V[LKPU[OL>HSS Street Journal, on CNN Money and in the Economist.


1\Z[PÄJH[PVUMVY47: Moving to a managed print services model has a generous return on investTLU[L]LU[OV\NOZVTLVM[OLILULÄ[ZHYLOPKKLUMYVT]PL^\U[PSH[OVYV\NO HUHS`ZPZOHZILLUKVUL.L[[PUNJVYWVYH[LHWWYV]HSZ[PSSYLX\PYLZHUL_LYJPZLPU Q\Z[PÄJH[PVU

7OV[PaV-HJ[! Carbon emissions are reduJLKI`HUH]LYHNLVMWLYJLU[HM[LYPTWSLTLU[PUN MPS ,]LY`JVTWHU`^HU[Z[VZH]LTVUL`;OLYLHYLMYLX\LU[S`V[OLYVIQLJ[P]LZ[V ILTL[ILZPKLZJVZ[ZH]PUNZ/LYLHYLZVTLVM[OLMVJ\ZHYLHZJVUULJ[PUN47: ILULÄ[Z[VJVYWVYH[LNVHSZ! ‹

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Control/Accountability – Accurately allocating costs and charge-backs, capturing billable activities, analyzing departmental and individual usage patterns

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;OL-PUHUJPHS(ZWLJ[ZVM47: ;PTLHM[LY[PTLJVTWHUPLZOH]LMV\UK[OLYLHYLZPNUPÃ&#x201E;JHU[Ã&#x201E;UHUJPHSILULÃ&#x201E;[Z[V be realized by converting to a managed print services environment. It is obvious [OH[ML^LYIL[[LY\[PSPaLKTHJOPULZHUKHSV^LY]VS\TLVMWHWLYHUKV[OLYJVUZ\THISLZ^PSSYLZ\S[PUJVZ[ZH]PUNZ;OLYLHYLWSLU[`VMÃ&#x201E;UHUJPHSILULÃ&#x201E;[Z[OH[NV beyond these easily-recognized examples. 4VZ[ VYNHUPaH[PVUZ [OH[ OH]LU»[ PTWSLTLU[LK 47: KVU»[ YLHSS` \UKLYZ[HUK [OLPY WYPU[PUN JVZ[Z [VKH` :VTL VM [OL L_WLUZLZ HYL I\YPLK PU KLWHY[TLU[HS I\KNL[ZHUKL_WLUZLYLWVY[Z6[OLYZZ\JOHZ[LJOUPJHSZ\WWVY[HYLVM[LUUV[ broken out at all. According to Photizo research, printing costs can run in the YHUNLVMWLYJLU[[VWLYJLU[VMYL]LU\L /HYK^HYLJVZ[Z[OLLHZPLZ[[VPKLU[PM`HUK[YHJRHJJV\U[MVYVUS`WLYJLU[VM [OL[V[HSJVZ[VMV^ULYZOPW6WLYH[PUNJVZ[ZHJJV\U[MVYWLYJLU[HUK[OLYLTHPUPUNWLYJLU[PZZWLU[VUZ\WWVY[0U[LYUHSHZZLZZTLU[Z[`WPJHSS`PKLU[PM` VUS`WLYJLU[VM[OL[V[HSJVZ[ZHZZVJPH[LK^P[OWYPU[PUN(UVIQLJ[P]LHZZLZZment by a knowledgeable vendor or consultant is very important.

Do you really know your printing costs? Have you included these factors? (WYVMLZZPVUHS47:HZZLZZTLU[JHUÃ&#x201E;UKHUKLSPTPUH[LL_WLUZLZ`V\KPKU»[ even know you had. Research by Photizo reveals that the average annual WYPU[PUN JVZ[ WLY LTWSV`LL PZ  ;OPZ PZ Q\Z[ [OL V\[VMWVJRL[ JVZ[ MVY HJX\PYPUNLX\PWTLU[I\`PUNZ\WWSPLZHUKTHPU[LUHUJL5V[PUJS\KLKPU[OPZ Ã&#x201E;N\YLHYL0;Z\WWVY[JVZ[Z^OPJOJHUILLUVYTV\Z7OV[PaVZ\Y]L`LKJVTWHUPLZ^P[OLTWSV`LLZHUKMV\UKHUH]LYHNLVM0;OV\YZHYLZWLU[ each year supporting printers.

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3) 4) 5) 6) 7)

:LJ\YL:WVUZVYZOPWHUK(+LKPJH[LK7YVQLJ[4HUHNLTLU[ Prepare Your Organization and Communicate Separate MPS Vendor Services From Hardware 2LLW[OL:[HNLZPU4PUK ,]HS\H[L[OL=LUKVYZ)HZLKVU6IQLJ[P]L8\HU[P[H[P]L+H[H

>HU[[VRUV^TVYLHIV\[[OLZ[YH[LNPLZMVYI\PSKPUNHZ\JJLZZM\S47: program? =PZP[! ^^^TWZPUZPNO[ZJVT^OP[L papers/ and download he Best Practices for Starting and MPS Program white paper.


:[HNL000¶;OL:VM[LY:PKLVM47: A managed print environment is really a managed document environment - or H THUHNLK PUMVYTH[PVU LU]PYVUTLU[ 6UJL HU VYNHUPaH[PVU OHZ HJOPL]LK [OL ZH]PUNZ HUK LMÃ&#x201E;JPLUJPLZ HZZVJPH[LK ^P[O YPNO[ZPaPUN [OLPY Ã&#x2026;LL[ VM LX\PWTLU[ HUKPZTVUP[VYPUN[OLPYWYPU[HJ[P]P[`[OL`ULLK[VSVVRLSZL^OLYLMVYTVYL47: ILULÃ&#x201E;[Z *HW[\YPUN [OL PUMVYTH[PVU JVU[HPULK PU WHWLY HUK LSLJ[YVUPJ KVJ\TLU[Z HUK \ZPUNP[[VPTWYV]L^VYRÃ&#x2026;V^VYH\[VTH[LWYVJLZZLZPZ[OLUL_[Z[LWMVYTHU` JVTWHUPLZ5L^S`HJX\PYLKRUV^SLKNLVMKVJ\TLU[\ZLHUKKL[HPSLKPUMVYTHtion about the departments or individuals who interact with documents allows companies to extend control to business processes beyond printing. :VTL VM [OL JVTTVU VWLYH[PVUZ [OH[ HU 47: WHY[ULY JHU OLSW [OLPY JSPLU[Z PTWYV]LHYL! Â&#x2039; Â&#x2039; Â&#x2039; Â&#x2039; Â&#x2039;

Document scanning and routing Archiving and retention 0UMVYTH[PVUYL[YPL]HS :[HUKHYKZLUMVYJLTLU[ (\[VTH[LK^VYRÃ&#x2026;V^

9LK\JPUN7YPU[PU[OL>VYRZWHJL @V\»]LHSYLHK`PTWSLTLU[LKHU47:WYVNYHTHUKHYLUV^SVVRPUNMVYPKLHZ[VM\Y[OLYPTWHJ[[OLIV[[VTSPULHUKPUJYLHZL manageability. In an article published in the MPS Insights Journal,1VZO-LH[OLYZ6MÃ&#x201E;JL;LJOUVSVN`,UNPULLYH[5H[PVU^PKL0UZ\YHUJLHUK 47:(IVHYKTLTILYWYV]PKLZZVTLZPTWSL`L[PUZPNO[M\S[PWZMVYIVVZ[PUN`V\Y47:WYVNYHT -PUKPUNHS[LYUH[P]LZ[VWYPU[PUNPZ[OLX\PJRLZ[HUKLHZPLZ[^H`[VYLK\JLHJVTWHU`»ZJHYIVUMVV[WYPU[KLJYLHZLJVZ[ZHUK PUJVYWVYH[LTVYLLMÃ&#x201E;JPLU[WYVJLZZ^VYRÃ&#x2026;V^Z/V^L]LYZPTWS`HZRPUN`V\YLTWSV`LLZ[VZ[VWWYPU[PUNPZU»[SPRLS`[V^VYR@V\ ULLK[VNL[[OLTPU[LYLZ[LKPUHUK\UKLYZ[HUK[OLILULÃ&#x201E;[Z+LWLUKPUNVU[OLVYNHUPaH[PVUHSJ\S[\YL[OLPUMVYTH[PVUHUK[VVSZ YLX\PYLKTH`]HY`^PKLS`;OLYLPZUVKV\I[[OH[HJVSSLNLZ[\KLU[^PSSILTV[P]H[LKKPMMLYLU[S`[OHUHIHURTHUHNLY0[»ZPTWVY[HU[[VJVUZPKLYHUKHKQ\Z[`V\YWYPU[YLK\J[PVUWSHUZHYV\UK`V\YVYNHUPaH[PVU»ZJ\S[\YL 7YV]PKLLTWSV`LLZ^P[ONYHU\SHYPUMVYTH[PVUVU[OLPYV^UWYPU[PUN2LLWPUTPUKZVTLLTWSV`LLZTH`JHYLTVYLHIV\[[OL LU]PYVUTLU[HSPTWHJ[VM[OLPYWYPU[PUNTVYL[OHU[OLJVZ[[V[OLVYNHUPaH[PVU;LSSPUN1\SPL[OH[ZOL\ZLK[YLLZPUWHWLYWYV]LK [VOH]LHTLHUPUNM\SLMMLJ[VUOLYWYPU[PUNILOH]PVYL]LUHM[LY[OLJVZ[VMWYPU[PUNKPKU»[MHaLOLY ,UJV\YHNL`V\YLTWSV`LLZ[VWYPU[ZTHY[LY6ULVM-LH[OLY»ZV^UZ[\KPLZMV\UK[OH[WLYJLU[VMWYPU[QVIZHYLWYPU[LK[^PJL K\L[VTPZ[HRLZTHKL[OLÃ&#x201E;YZ[[PTLWYPU[PUN0MHZZVJPH[LZOH]L[OLMVYLZPNO[[VWYL]PL^[OLKVJ\TLU[LUK\ZLYZ^PSSZLL[OL ,_JLSZWYLHKZOLL[PZNVPUN[VWYPU[WVY[YHP[^OLUP[ZOV\SKILSHUKZJHWL6OHUKP[PZNVPUN[VWYPU[WHNLZVMISHURKH[H^P[O HMVV[LY[VV 9LTLTILY`V\YJVTWHU`^PSSYLHJO[OLM\SSLZ[ZH]PUNZWV[LU[PHSMYVT[OLPY47:^OLU`V\OH]LHZZVJPH[LZ[OH[HYLRUV^SLKNLable, responsible and accountable. ;VYLHKTVYLILJVTLHU47:0UZPNO[Z7YVTLTILYH[^^^TWZPUZPNO[ZWYVJVT47:0UZPNO[Z7YVZYLJLP]L[OLIPTVU[OS` MPS Insights Journal and unlimited online access to the MPS Insights Community.


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(UL^[YLUKPU]VS]PUN[OLPU[LNYH[PVUVM[OLÃ&#x201E;YZ[[OYLLZ[HNLZPU[VIYVHKLYPUMVYTH[PVU[LJOUVSVN`V\[ZV\YJPUN0;6HUKI\ZPULZZWYVJLZZV\[ZV\YJPUN)76 strategies that are not document centric has led Photizo to recently expand the *\Z[VTLY(KVW[PVU4VKLS[VPUJS\KLHMV\Y[OZ[HNL

What is MPS?

;OPZMV\Y[OZ[HNL[LYTLKTHUHNLKPUMVYTH[PVUZLY]PJLZYLWYLZLU[ZM\UKHTLUtally a new phase in communications management where a document-centric ^VYSKVMTHUHNLKWYPU[ZLY]PJLZJVU]LYNLZ^P[O[OL^VYSKVMPUMVYTH[PVU[LJOnology outsourcing and integration. (UHK]HUJLKÃ&#x2026;LL[PUMYHZ[Y\J[\YLVW[PTPaH[PVUPZ[OLMV\UKH[PVUMVYI\PSKPUNTVYL HK]HUJLK ^VYRÃ&#x2026;V^ HWWSPJH[PVUZ /V^L]LY THU` 47: ]LUKVYZ HYL Q\Z[ UV^ NL[[PUN [OLPY HYTZ HYV\UK :[HNL  (Z H JVUZ\TLY VM :[HNL  `V\ OH]L [OL VWWVY[\UP[`[VPKLU[PM`]LUKVYZ^OVJHUWYV]PKLHJVTWSL[L:[HNLZLY]PJLZ in addition to their MPS support. By consolidating vendors, organizations will YLHWL]LUNYLH[LYLMÃ&#x201E;JPLUJPLZHUKJVZ[ZH]PUNZ;OPZHSZVYLWYLZLU[ZJOHSSLUNLZ `V\T\Z[L]HS\H[L]LUKVYZL]LUTVYLJSVZLS`[VKL[LYTPULPM[OL`WYV]PKLHM\SS YHUNLVM47:0;6HUK)76ZLY]PJLZ

;OL 4HUHNLK 7YPU[ :LY]Pces AsZVJPH[PVU 47:( KLÃ&#x201E;ULZ THUaged print services as the active THUHNLTLU[ HUK VW[PTPaH[PVU VM document output devices and related business processes. ManHNLKWYPU[ZLY]PJLZPZ56;HJSPJR charge, click-charge with meter reading or a marketing sales program.

Is MPS just for larger companies? 5V,]LUZTHSSJVTWHUPLZILULÃ&#x201E;[ MYVT 47: 5LHYS` OHSM VM JVTWHUPLZILULÃ&#x201E;[PUNMYVT47:HYLZTHSS and medium business

If I sign and MPS contract how long should I expect to be locked in? Most MPS contracts last three to Ã&#x201E;]L`LHYZ

Where can I learn more about building and growing a successful MPS program? As the leading research and conZ\S[PUN Ã&#x201E;YT PU [OL 47: PUK\Z[Y` Photizo provides reports and studies at www.photizogroup. JVT ;OL VUSPUL YLZV\YJL WVYtal, MPSInsights.com provides MYLL 47: UL^Z HUK PUZPNO[Z >L also encourage you to attend an 47: *VUMLYLUJL MVY 47: LK\cation, training and networking. =PZP[^^^TWZJVUMLYLUJLJVT[V learn more.


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2010

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Stage 1 Stage 2 Stage 3


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Stage 2

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Do you know how many hardcopy devices are present in your organization?

What percentage of your devices are being used at their optimal level of productivity?

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Is there a single point of decision THRPUNMVY[OLOHYKJVW`KL]PJLĂ&#x2026;LL[&

When devices are under or over utilized, do you have a regular, methodical approach for identifying these devices and ensuring they are deployed correctly?

Do you know the total cost for operH[PUN `V\Y OHYKJVW` Ă&#x2026;LL[ PUJS\KPUN supplies and maintenance costs)? Can users or departments procure desktop devices independently?

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Do you have a program for addressing the â&#x20AC;&#x2DC;culturalâ&#x20AC;&#x2122; issues which are often associated with transitioning from personal printers to a â&#x20AC;&#x2DC;workgroupâ&#x20AC;&#x2122; OHYKJVW`KL]PJLĂ&#x2026;LL[&

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A CXO's Guide to MPS