Managed Document Services

Here at MPP, we help organisations transition from an unstructured system to a more integrated, unified process. Managed Document Services involve sourcing and delivering a single supplier and unified infrastructure, to reduce costs and improve control and efficiency.

With over 30 years’ experience and knowledge, we compare products and services from our leading suppliers to create a structured system tailored to you. We then act as a dedicated, independent account manager for the entire term of the Managed Document Services contract, to ensure ongoing support and continued efficiencies.

We can optimise:

  • Documents produced by internal office workers, mobile workers and print production operations
  • Office desktop printers, multifunction printers, photocopiers, scanners, fax machines and high-volume printers
  • Paper, toner, ink and other consumables

Benefits of Managed Document Services:

– Reduce and control cost – we identify upfront and ongoing cost saving opportunities while incorporating the latest print reduction software solutions that strengthens security and saves money.

– Identify and manage the risks associated with device security – we identify gaps in security and create ongoing actionable items to be addressed as security needs change and evolve.

– Maximise investment in existing solutions – we consider an incremental approach that maximises investment already made wherever possible to reduce additional capital spend and leverage the cost-efficient technology in use today.

– Manufacturer independence – Our services are manufacturer agnostic, with MPP having direct partnerships and relationships with all the major hardware vendors. Our relationships with these vendors allow us to provide you with the best pricing, service, and technology options.

– Digitise paper-based workflow wherever possible – we take an incremental and benefits-led approach to identifying opportunities to digitise workflow and data that often sits outside of core business systems.

– Understanding your environment and excellent service – We combine experience, automation tools, on-site support and advisory services to deliver excellent service often in challenging environments. We understand the challenges faced by our clients, including paper-based clinical areas with no downtimes, merger and acquisition procedures, and the need to protect and transform sensitive information to digital workflows.

Managed Print Services

Our Managed Print Services give you access to all the latest technology from leading manufacturers. By tailoring a unique Managed Document infrastructure for your business, we can cut costs, improve productivity and reduce environmental impact.

Going from an unstructured set of systems to a completely optimised output process, you will be more in control of your printing and the costs associated with it. We work with you to choose the right provider and services for your needs, with each aspect designed especially for you.

Once the systems have been established and put in place, we work with the service provider to give you complete support and advice.

Benefits of Managed Print Services:

  • Cut the cost of digital print by up to 40%
  • Improve visibility and control of your printing
  • Increase productivity and security
  • Reduce environmental footprint

Print Audit

When it comes to creating seamless cost-effective systems, a print audit is the ideal way to analyse current systems and identify how much it is currently costing. Research shows you will benefit from average savings of up to 40% by implementing a more robust structure in place and establishing a suitable printing strategy.

A print audit will put you in control of your printing output and help you:

  • Save money by identifying the most cost-effective and the most expensive hardware in your business
  • Increase security by putting protected, high-end systems in place
  • Lessen environmental impact by reducing the amount of electricity you use to run your printers and the amount of consumables used through inefficiency
  • Reduce overheads by creating limits, restricting the amount of colour you use and using the most efficient devices for specific jobs

Our print audit isn’t a one-off service. We work with you on an ongoing basis to monitor, manage and support your systems, so you can focus on your business.

Document Security

In any business, ensuring document security should be vital, especially with strong government rules and regulations, such as GDPR, coming into place all the time. By putting in robust, managed systems, you can help protect sensitive information and enforce security measures.

Not only do document security systems aid in protecting confidential company and client information, they also help ensure compliance with industry and governmental regulations. There are many ways MPP can help you create a more secure system, and we tailor each of them to your needs.

Information leakage is a big threat facing companies today. By inputting a system whereby users have to enter identification to authorise a document to be printed, you can be sure that confidential information won’t end up in the wrong hands.

The GDPR regulations that came into effect in May 2018 will impact almost every business. By ensuring your system is secure and up to date, you can be reassured that you will be compliant.

Electronic Document Management

We provide Electronic Document Management System (EDMS) solutions that enable you to scan, index and archive a variety of paper and documents and to access them quickly through an easy to use interface via a Web portal and / or mobile device.

GDPR – General Data Protection Regulations

EU GDPR came into effect in May 2018 and replaced the current, 20-year-old data protection directive. It has been designed to protect the rights of any individual living within any EU Member state.

If you store, monitor or process data concerning any person within the EU, GDPR will affect you – and you need to comply to the new guidelines.

Key principles of GDPR to take note of are:

  1. GDPR applies to all – any company across the world that processes data of an EU citizen
  2. The definition of personal data has broadened to include anything that can be used to identify the individual
  3. Valid consent for using personal information is tightened and will need to be proved
  4. A DPO may be made mandatory for certain organisations
  5. Privacy impact assessment (PIAs) becomes compulsory
  6. Requirements for a common data breach notification are introduced
  7. The right to be forgotten is introduced, creating more restrictive data handling standards
  8. Liability expands beyond data controllers.
  9. Privacy by design is a requirement, meaning software, systems and processes must be in line with the compliance
  10. Any European data protection authority can take action against organisations, with fines of up to €20m or 4% of group annual turnover

As you can see, new regulations mean data protection extends further than before and requires software and systems to be compliant too. This is where we come in. We can help ensure your workplace is compliant with the new GDPR.

 

“If your organisation can’t demonstrate that good data protection is a cornerstone of your business policy and practices, you’re leaving your organisation open to enforcement action that can damage both public reputation and bank balance. But there’s a carrot here as well as a stick: get data protection right, and you can see a real business benefit.” Elizabeth Denham ICO (information Commissioners Office)

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

Steps towards GDPR compliance

To help you understand what is required to achieve GDPR compliance, we have worked with leading GDPR consultants to put together this handy series of prompts and ideas to get you thinking about your own business.

  1. Keep a record of data operations and activities, no matter how small you think they are
  2. Have the required data processing agreements in place
  3. Carry out privacy impact assessments (PIAs) on products and systems
  4. If applicable to the organisation, designate a data protection officer (DPO). This will depend on the size of your company.
  5. Review processes for the collection of personal data to ensure they are compliant
  6. Be aware of your duty to notify the relevant supervisory authority if a data breach occurs
  7. Have internal processes in place. These should cover identifying, documenting, assigning an owner, tracking issue and incident management
  8. Implement “privacy by design” and “privacy by default” in the design of new products and assess whether existing products meet GDPR standards
  9. Ensure policies are cascaded from top to bottom
  10. Make sure you are aware of PI data location [storage], backup of data and access to data
  11. Consider running awareness training internally
  12. Conduct your own gap analysis of where you are now and the desirability of where you should be against the legislature
  13. Consider legal counsel for extra assurance
  14. Take a look at logistical storage of PI data – has it been identified? For example, the servers in data rooms.
  15. Considering developing an information security framework across the business
  16. Conduct a current Data Inventory and Privacy Impact Assessment to see your current situation

Want to know more? Contact us today