Running a business on Long Island means balancing high operational costs, tight margins, and a competitive local market. From law firms in Garden City to medical offices in Hauppauge, many organizations are discovering a simple way to cut expenses without cutting productivity — Managed Print Services (MPS).
If you’re still buying toner on demand, fixing printers reactively, or guessing what your printing costs actually are, MPS can make a dramatic difference to your bottom line.
What Are Managed Print Services?
Managed Print Services (MPS) is a program where a provider like Emerald Document Imaging manages all aspects of your print environment, from equipment monitoring and supply delivery to maintenance, security, and workflow optimization.
Instead of managing multiple vendors and unpredictable repair costs, everything is bundled under one predictable monthly bill.
Typical MPS program includes:
- Printer fleet assessment and optimization
- Automatic toner and supply replenishment
- On-site maintenance and repairs
- Usage monitoring and detailed reporting
- Secure print management and user authentication
- Equipment upgrades and lifecycle management
Where Long Island Businesses Overspend on Printing
Many organizations don’t realize how much unmanaged printing costs them. According to industry research, printing can consume 1–3% of annual revenue, and up to 50% of those costs are avoidable.
Here’s where money typically leaks away:
- Underused or outdated devices that waste toner and power
- Untracked printing by employees or departments
- Reactive maintenance, resulting in downtime and emergency service calls
- Unmonitored supply orders — buying toner in bulk that expires or doesn’t fit current models
- Energy inefficiency from old or mismatched equipment
How MPS Reduces Costs (Real Savings Examples)
1. Consolidation of Devices
After a print assessment, most businesses find they can reduce their device count by 20–40% without sacrificing productivity. Replacing multiple desktop printers with a few well-placed multifunction printers (MFPs) cuts maintenance and supply costs dramatically.
2. Automated Toner Replenishment
Never over-order or run out of toner again. Your MPS provider automatically ships toner based on real-time usage, ensuring you pay only for what you actually need.
3. Predictable Budgeting
MPS turns unpredictable print expenses into a single fixed monthly cost, covering supplies, maintenance, and service. That helps business owners budget accurately year-round.
4. Improved Uptime and Productivity
Remote monitoring allows technicians to identify potential problems before they cause downtime. Less downtime = more billable hours for your team.
5. Energy and Sustainability Savings
Modern Ricoh and Canon MFPs use less power and toner, cutting energy bills while supporting your company’s environmental goals.
How Much Can a Long Island Business Save?
Savings depend on your print environment, but local data shows most small to mid-sized companies save 25–35% after adopting MPS.
Example:
A 25-person insurance agency in Melville printing 15,000 pages a month reduced their monthly costs from $1,200 to $750 — saving $5,400 annually after an Emerald Document Imaging print assessment.
A law firm in Mineola with aging copiers replaced three machines with two modern Canon MFPs under an MPS contract, cutting supply costs by 40% and gaining 24/7 service coverage.
Why Work with a Local Provider
Choosing a Long Island–based MPS provider like Emerald Document Imaging has key advantages over national providers:
- Faster on-site support — same-day technician visits in most cases
- Knowledge of local industries like healthcare, legal, education, and architecture
- Tailored contracts — not one-size-fits-all pricing from national chains
- Personal relationships — direct access to your account manager, not a call center
Bonus Benefit: Better Security and Compliance
Many Long Island organizations, particularly in healthcare and legal sectors, face strict data compliance requirements (HIPAA, SOC 2, etc.). MPS can help by:
- Enabling secure print release (documents only print when an employee scans a badge)
- Encrypting print jobs across your network
- Tracking all device usage for audits and compliance reporting
Sustainability Matters
Local governments and businesses across Suffolk and Nassau Counties are placing greater emphasis on sustainability. MPS contributes by:
- Reducing paper and toner waste through print policies (duplex defaults, user quotas)
- Replacing energy-hungry printers with ENERGY STAR-certified models
- Recycling used toner cartridges and components
Is Managed Print Right for You?
If you answer “yes” to any of the following, MPS is worth exploring:
- You don’t know your monthly printing cost
- Employees use multiple brands or models of printers
- You often run out of toner or call for emergency service
- You’re upgrading office equipment soon
- You want to free your IT team from printer issues
Getting Started with Emerald Document Imaging
Step 1: Print Assessment
We analyze your current print setup — devices, costs, workflows — and identify savings opportunities.
Step 2: Customized MPS Plan
We tailor a plan for your business size, print volume, and industry needs.
Step 3: Ongoing Optimization
Your system is monitored and improved continually, ensuring maximum uptime and cost control.
Managed Print Services give Long Island businesses more than just cost savings; they provide peace of mind, predictability, and productivity. Whether you’re a design firm in Ronkonkoma or a medical office in Huntington, Emerald Document Imaging can help you take control of your printing once and for all.
