Managed Document Services

Keeping an eye on the bottom line is a key focus of every business and by optimising your document output process you can save time and money for your organisation.

The Manage Document Services (MDS) approach analyses your printing, copying and scanning procedures and transforms your workflows and document processes to improve efficiency, reduce costs and improve customer service.

The Benefits of Manage Document Services

Reduced costs. Less environmental impact. More security. Increased employee productivity and satisfaction. The Smart Group Managed Document Services (MDS) has many practical advantages.

Economic

COMPLETE COST TRANSPARENCY AND SAVINGS OF UP TO 30%

There are several ways MDS can reduce your total cost of ownership:
Reducing the use of consumables such as paper and toner.
Cutting energy costs.
Lowering service and support costs.
You can set up binding print policies that determine when colour printing systems may be used, thereby avoiding unnecessary costs.
Because the age and lifetimes of the systems are all known, cost drivers can be easily identified and removed simply by exchanging devices.

INCREASED PRODUCTIVITY AND EMPLOYEE MOTIVATION.

Clearly measurable benefits also arise from other less cost-driven benefits:

Increasing productivity through optimised workflows, reduced down-times and minimising the workload of IT staff who look after your fleet.
State-of-the-art output solutions make document management faster and more effective: eg automated capture, distribution and archiving of regular documents like bills, purchase orders or insurance applications.
Optimised device management saves time and reduces staff frustration: It decreases the time spent waiting for documents due to overuse and ensures proximity to the work area where employees need it most.

PROFESSIONAL, CUSTOMISED AND FROM A SINGLE SOURCE.

With only one point of contact, MDS saves you trouble and manpower.

We supply you with everything you need for every printer and multifunctional device, regardless of the brand.
We take on all maintenance and repair services, both for our own printers and copiers as well as those of other manufacturers.
Remote Monitoring system: We recognise deviances in the functioning of a device and react quickly whenever

IMPROVED ENVIRONMENTAL AND SUSTAINABILITY MANAGEMENT.

PanSolutions MDS helps reduce your energy and resource consumption, improving your balance sheet ecologically as well as economically.

We improve environmental sustainability through economic software applications and ECOsys technology.
By consolidating your hardware and using electronic data management, you take a big step forward in energy efficiency.
We can advise on the conversion of your fleet to energy-saving printers and copiers that will make an even larger difference to your energy costs.
Other services include: Using recycled paper, developing company-specific disposal concepts and implementing a company “print policy” that requires employees to be be more ecologically considerate.

IMPROVED MONITORING AND PROTECTION OF DATA AND DOCUMENTS.

No matter what line of business you are in, your documents and network hold vital information. You have an obligation to protect your client’s documents and your customer’s private data. The Smart Group MDS offers additional security through authorised access to devices and networks, as well as by keeping tighter controls on what is being printed.

The Five Phases of Managed Document Services

The five MDS steps to success: Assess, Design, Execution, Manage and Optimise.

The Smart Group MDS is a dynamic, three-step process that will keep your office document processes at their optimum. Step-by-step it exposes the weak points in your output environment, develops solutions and opens up potentials for greater efficiency and savings.

Working together with you, we look at your overall situation and evaluate which aspects of the MDS process are particularly valuable for your business. Then we create a tailor-made solution that consists of the elements you need.

Assessment

The first step in the MDS process is to analyse your devices, usage and cost associated with your document environment. This will help you get a clear understanding of the document life from creation to storage. This audit report will highlight concerns and opportunities and provide a baseline for further analysis.

The assessment phase highlights all areas of wastage and poor productivity across your organisation.

We start the process by gathering data and understanding your business with an in-depth analyses and professional assessment of your entire document environment – from fleet audit to financial, volumetric and energy data, as well as interviews and surveys.

The resulting report provides a clear indication of where money can be saved and processes optimised.

The assessment looks at the following key areas:

Finances: Where the money is being spent
Devices and consumables: Their efficiency, suitability and maintenance costs
Workflows: Productivity improvements with smarter software
Documents: How efficiently and securely they are being printed, stored, managed and distributed
Environmental impact: Where you can save energy and reduce your carbon footprint and removed simply by exchanging devices

In the design phase a new proposed document workflow is outlined for your business. With the findings of the audit we capitalise on opportunities and eliminate issues. This results in a custom built solution which is sustainable, recognises the challenges of today and anticipates the future.

In this phase we look at your company size, your company budget, your company targets and performance requirements. So that our provided solution will be a perfect fit and best suited to your business objectives. Our document solution will offer the ultimate combination of hardware, software and process development to generate the optimum return on investment.

With our wide-ranging selection of software, we optimise workflows, system control, resource efficiency and document security

This together with our selected partners ensures we are able to offer tailor made financing options suitable for your balance sheet.

The sustainable Managed Document Solution is then implemented from start to finish within your organisation. Our knowledgeable team will help with a seamless transition to the new MDS approach.

Our primary concern during the execution phase is to have the minimum impact on the running of your business – downtime and risk is reduced to the minimum level.

The execution phase is administered by a professional project management team and supported by highly knowledgeable and qualified technicians. We even offer to work after hours thus minimising your business downtime.

Our change management services consider the human and cultural elements of the solution execution which helps to increase end user productivity and satisfaction. With up to date methodologies and techniques to make certain of the benefits of the Manage Documents Services solution offered.

Value added change management: help maximise your productivity.
Hardware and software installation: By qualified knowledgeable PanSolutions technicians
Training: To eradicate errors and downtime
Flexible implementation planning: At a particular time, after hours or over the weekend.

Once the solution is implemented it is necessary to monitor, track and report to verify that all elements in the document workflow run smoothly.

With our management service you can be sure we are committed to providing superb performance, consistency and cost-efficiency. PanSolutions takes care of your document infrastructure with our on-site and remote support abilities, ensuring workflows continue at their maximum levels.

The document process is ever evolving and requires a continuous cycle of monitoring and improvement to ensure you enjoy the maximum print savings and resource efficiency resulting from the full MDS process.

We understand that your business is dynamic and always progressing– and consequently your print and document needs will also change. Offering on-going optimisation, the Smart Group Managed Document Services will frequently analyses your devices and workflows find new ways to improve cost-cutting and performance.

In summary, money, time and resources within your business are wasted on unnecessary devices, unproductive hardware and poor processes. With a MDS approach to your business you will see a real savings to your bottom line and increased productivity.

Contact us for more information on Manage Document Solutions.

Managed Document Services

The Benefits of Manage Document Services

COMPLETE COST TRANSPARENCY AND SAVINGS OF UP TO 30%

The Five Phases of Managed Document Services

The assessment looks at the following key areas:

Join our mailing list