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Decoding Managed Print Agreements

October 24, 2023
Decoding Managed Print Agreements Decoding Managed Print Agreements

If your business has been considering looking into a Managed Print Agreement, then you are considering a service that can help your company be more efficient and cost-effective. There are necessary considerations you should consider before you sign a Managed Print agreement. 

At ManagedPrint, we have helped clients have robust Managed Print agreements for nearly 15 years, so we would be happy to help answer any questions you may have about a Managed Print Agreement.

Breaking Down Managed Print Agreements

A managed print agreement isn't just a contract; it's a partnership. This agreement struck between your enterprise and a dedicated managed print service provider, defines the roadmap for managing your print environment. But its scope transcends just managing printers. It encapsulates all components of the printing landscape: from consumables like toner and ink cartridges, to understanding print volume metrics, to even dovetailing with broader systems such as advanced document management.

Navigating the Waters of Managed Print Agreements: Key Considerations

1. Personalized Printing Solutions: No two businesses share the same DNA. Recognizing this, elite managed print service providers delve deep, evaluating the type of printers in use, and frequency of print jobs, and subsequently offering tailored solutions that are a perfect fit for your unique print environment.

2. Crystal-Clear Cost Structure: One standout advantage of diving into these agreements is the lucid cost transparency. The best agreements lay bare every penny spent: from equipment, ink, and frequent service calls, to other essential consumables. With such clarity, budgetary planning becomes a breeze, also unlocking avenues for potential savings.

3. Ironclad Security Framework: In an age where cyber-attacks and data breaches are unfortunately commonplace, ensuring the sanctity of printed documents becomes paramount. Top-tier managed print service providers place security at the pinnacle, ensuring a breach-proof printing process from the word go.

4. Embracing Flexibility: The business landscape is fluid, always evolving, and always adapting. Recognizing this dynamic nature, a well-drafted agreement embodies flexibility. Whether accommodating a brand-new printer model, catering to an influx of print jobs, or even seamlessly integrating new software, the contract is built to adapt.

5. Maintenance, Supplies, and Upkeep: One of the cornerstones of such agreements is understanding the onus of responsibility. Who's in charge of an ink refill? Who do you turn to if a printer starts acting up? Regular maintenance checks by the provider can preempt significant issues, ensuring the fleet runs optimally.

6. Experience Holds the Key: Before inking the deal, it's pivotal to understand the pedigree of your service provider. Have they catered to businesses in your domain? Does their portfolio reflect a deep understanding of your specific needs? Such insights can be invaluable.

7. Duration, Commitments, and Exit Routes: Contracts, by their very nature, are time-bound. While many businesses opt for the standard three-year tenure, it's crucial to understand the full length of commitment. Additionally, having a clear view of exit clauses, potential penalties, or terms of early termination offers a comprehensive picture.

8. Cybersecurity Protocols: The integration of robust cybersecurity measures is crucial. This ensures that the printers and stored documents are protected from potential threats.

9. Addition and Configuration: As a business evolves, the need to add new printers or modify drivers can arise. The agreement should specify who's responsible for these additions and updates.

10. Hidden Costs and Fees: The contract should be transparent about all potential costs. This includes shipping fees for supplies, costs of parts, and even technician service costs. Are there penalties for exceeding agreed-upon print volumes? What about costs associated with removing or relocating devices? All these should be addressed.

11. Moving Equipment: If there's a need to relocate devices, the agreement should specify the protocol. Is professional assistance required, or can the business handle it internally?


Embarking on a managed print services journey can transform the operational dynamics of any business, ushering in reduced costs and amplified efficiency. However, the linchpin to this transformation is a well-understood managed print agreement. With a clear perspective on expectations, responsibilities, and deliverables, businesses can set the stage for a symbiotic relationship with their service provider, driving mutual growth and success.