If your office printer is constantly running out of toner, jamming at the worst possible moments, or creating headaches with maintenance, you’re not alone. Many businesses spend hundreds, or even thousands, of dollars annually managing their print environment without realizing there’s a smarter solution: Managed Print Services (MPS).
In this guide, we’ll explain what MPS is, how it works, the benefits for your business, and whether it’s worth adopting in 2026, especially for businesses in Long Island, NYC, and the New York metro area.
What Is Managed Print Services (MPS)?
Managed Print Services is a comprehensive approach to office printing. Instead of treating printers, copiers, and multifunction devices as standalone machines, MPS centralizes monitoring, maintenance, and supply management to optimize efficiency, reduce costs, and minimize downtime.
MPS providers like Emerald Document Imaging typically handle:
- Printer and copier monitoring
- Automated toner and supply replenishment
- Routine maintenance and repairs
- Workflow analysis and optimization
- Fleet management for multiple devices
The goal is simple: keep your office printing reliably while reducing cost and administrative burden.
How Does MPS Work?
- Assessment
An MPS provider evaluates your current printing environment: how many devices you have, who uses them, monthly print volume, and document workflows. - Implementation
Devices are monitored via software that tracks usage, toner levels, errors, and potential issues. - Maintenance and Supplies
Toner and ink are automatically delivered before supplies run out. Routine maintenance is scheduled proactively, preventing downtime. - Reporting and Optimization
Monthly or quarterly reports show usage, costs, and opportunities to improve efficiency, like consolidating devices or moving from desktop printers to shared multifunction units.
Top Benefits of Managed Print Services
1. Reduced Costs
Most businesses overestimate their printing needs or underutilize devices, leading to wasted toner, excess paper, and unnecessary repairs. MPS cuts waste, optimizes usage, and lowers the cost per page.
2. Less Downtime
Because MPS includes proactive monitoring and maintenance, common printer issues (paper jams, low toner, or malfunctioning parts) are handled before they disrupt workflow.
3. Improved Productivity
Employees no longer need to hunt for toner, troubleshoot jams, or coordinate repairs. The office can focus on work rather than printer headaches.
4. Better Security
Modern MPS solutions include security features like user authentication, secure printing, and network monitoring to protect sensitive documents. This is especially important for healthcare, finance, and legal offices.
5. Environmental Sustainability
MPS encourages recycling of cartridges and optimized printing practices, helping reduce paper and energy waste.
6. Scalability
As your business grows, MPS scales with you. Adding new devices or locations is seamless, and usage reports help you make informed decisions on where additional printers or MFPs are needed.
Is Managed Print Services Worth It in 2026?
Absolutely—if your business prints regularly, shares devices across teams, or values predictable costs. Here’s why:
- High Cost of Printer Downtime
Even a single printer outage in a busy office can cost hundreds of dollars in lost productivity. MPS minimizes these disruptions. - Rising Supply Costs
Toner, ink, and paper costs continue to rise. MPS providers help control these expenses through automated supply delivery and optimized usage. - Remote and Hybrid Work Considerations
Offices in 2026 are often hybrid. MPS allows IT teams to monitor print activity remotely, support multiple locations, and provide secure printing solutions for remote staff. - Data-Driven Decisions
Monthly or quarterly reporting gives insights into print volume, device usage, and cost savings opportunities. Many businesses find they can consolidate devices and save thousands annually.
Who Benefits Most from MPS?
| Business Type | Why MPS Helps |
| Small to Medium Business | Reduce IT workload and printing costs without hiring extra staff |
| Large Enterprises | Centralized control over hundreds of devices across locations |
| Healthcare & Legal | Secure printing and compliance with HIPAA and other regulations |
| Hybrid Work Teams | Monitor remote printing, ensure secure document handling |
| Architecture, Engineering, and Construction | Optimize wide-format printing for blueprints and technical documents |
Signs Your Office Needs Managed Print Services
Even if your printers still work, MPS may be worth considering if you notice:
- Frequent toner or ink shortages
- Regular paper jams or maintenance issues
- Multiple devices with overlapping functionality
- Rising printing costs without clear insight
- Staff spending too much time troubleshooting printers
If you answered “yes” to any of these, MPS can save time, reduce costs, and increase reliability.
How to Get Started with MPS
- Audit Your Current Print Environment
Evaluate how many devices you have, how they’re used, and current costs. - Talk to a Certified MPS Provider
Look for a local provider that serves Long Island, NYC, and the NY metro area, offers monitoring, maintenance, and supply management, and understands your industry needs. - Implement and Optimize
Start small if needed, perhaps with one office or device type, and expand as you see results. - Track ROI
Monitor cost savings, downtime reduction, and efficiency improvements over time.
Managed Print Services isn’t just a “nice-to-have” in 2026; it’s a smart business strategy.
By outsourcing printer management to experts, your office can reduce costs, prevent downtime, improve productivity, and maintain secure, reliable printing across all devices.
For businesses in Long Island, NYC, and the greater New York metro area, MPS is particularly valuable for offices with multiple printers, hybrid work setups, or high-volume printing needs.
Emerald Document Imaging provides full Managed Print Services solutions, including:
- Device monitoring and optimization
- Automated toner and ink delivery
- Preventive maintenance and repairs
- Reporting and cost tracking
Contact us today for a free MPS consultation and print assessment →
