Managed Print Service

Managed Print Services (or MPS for short) have become commonplace across a wide range of sectors because of the enhanced economical efficiency they can bring to any workplace. Managed print solutions go well beyond just keeping your office printer stocked with paper and ink. They focus on developing a tailored printing strategy, streamlining print workflows, and enhancing document security with efficient management systems. And it’s for that very reason that more and more companies in the legal industry are turning to MPS providers to help them enhance their business. 

Written documents are the lifeblood of the legal world; with case files and other legal paperwork constantly in motion, quick and reliable access is essential to keeping the business afloat. This is where managed print services can make a real difference. From small firms to large legal enterprises, implementing a smart system can significantly boost operations while reducing headaches. 

An MPS provider takes care of the behind-the-scenes printing logistics; this includes evaluating current print workflows, identifying inefficiencies, and ensuring proactive maintenance for multifunction devices and other printing equipment. The work and MPS takes on ensures that you have the time and the wherewithal to focus on what truly matters: serving your clients. So whether you run a small practice or a large legal firm, effective print management can enhance your productivity, control your costs, and contribute to your firm's overall success. Scroll down to explore how a managed print service can improve your company.  

 

The Challenges Faced By Law firms

Physical documents play a vital role in the legal industry and are often indispensable in settings like courtrooms. From case files to contracts, handling the high volume and complexity of print tasks is essential. Without a reliable print management solution, law firms may encounter several challenges, including:

  • Inflated Costs: Unmanaged printing can lead to excessive expenses, from high paper and toner consumption to frequent maintenance and equipment replacements. Without oversight, costs can quickly spiral out of control, impacting a firm’s bottom line.
  • Inefficiencies: A lack of streamlined print workflows can slow down operations, causing delays in accessing critical documents. Inefficient processes, such as manual printing, scanning, and filing, waste valuable time that could be spent on client matters.
  • Security Vulnerabilities: Legal documents typically contain sensitive and confidential information. Without proper security measures, firms risk data breaches, unauthorized access, or document loss, potentially compromising client trust and regulatory compliance.

 

Does Your Business Need Managed Print Services?

There are a few key factors you may wish to consider before deciding whether or not a managed print service is the right fit for your office. Signing up with MPS may be the best move for you if you fit one or more of the following descriptions… 

  • You are a law firm with a volume of document traffic.
  • You are a law firm that regularly requires prints, scans, faxes, and/or document storage.
  • You have concerns about the security of your data.
  • You feel like your employees typically waste time and reduce productivity by waiting at the printer.
  • You feel like you could increase your employee’s productivity by switching to a document management solution.
  • Your law firm currently has a fleet of multifunction copier printers.
  • You have a preferred system (or you wish you had a preferred system) for the efficient management of printed documents in preparation for a trial, mediation, or settlement. 

 

The Benefits of Managed Print Services for Legal Industries

A managed print service can do so much more than simply keeping your office printer stocked with paper and ink. An MPS can also develop a tailored strategy to meet your printing needs which will streamline workflows and ensure secure document management for your entire legal firm, providing a structured approach to managing the constant flow of paperwork. A managed print service can take care of every aspect of a law firm’s printing requirements. They can:

  • Reduce Printing Cost: Managed print services help law firms improve device efficiency, reducing waste and operational costs. New multifunction devices allow more prints and copies with fewer resources. Partnering with an MPS provider keeps devices updated and consolidates costs into a single monthly bill, helping firms better track expenses and stay within budget.
  • Eliminate Unnecessary Prints: With print management software, you can track print jobs to identify unnecessary prints. This insight allows you to set controls, such as print limits, user permissions, and color restrictions, cutting down on waste. This leads to savings in time, money, and materials.
  • Provide Automatic Supplies Replenishment: Law firms can avoid supply shortages with automatic replenishment from MPS providers. By monitoring device usage and supply levels, your provider ensures toner and other supplies are delivered before they run out, allowing your team to focus on urgent tasks without interruption.
  • Ensure Regulatory Compliance: Sensitive information in legal offices requires secure handling. MPS can help by securing print jobs and requiring authentication before a document is released, ensuring compliance with regulations. Print jobs can be held in a queue until employees swipe a card or enter a PIN to claim the document.
  • Ensure Easy Scalability: As your practice grows, so too do your printing needs. MPS providers can scale with your firm by increasing supply deliveries and adding more multifunction devices to meet rising demands, ensuring smooth operations without delays.
  • Provide Access to Legal Workflow Apps: Modern MPS providers can offer you access to legal workflow apps that streamline tasks such as document management, expense tracking, eSignatures, and redacting sensitive information. These apps enhance productivity and improve the management of legal documents in a paper-heavy environment.
  • Support Sustainability Initiatives: An MPS can help your firm cut back on waste and energy use by updating printers to more efficient models. By tracking what’s being printed, firms can reduce excessive materials usage, aligning with sustainability goals and supporting environmentally friendly practices.

 

Managed Print Services: Future Trends & Prediction For 2025

As we continue to roll through 2025, we can expect the odd leap and bound from printing technology as it continues to address challenges both environmental and business related. Below, we unpack some of the key trends and predictions that we expect will help shape the MPS landscape in 2025. 

  • Sustainability: Environmental responsibility is quickly becoming rather mandatory in these uncertain times, with many organisations relying on MPS providers to meet sustainability goals. As such, in 2025, we can expect the rise of eco-friendly printing technologies, such as energy-efficient printers and recyclable materials. The push for paperless workflows will also reduce print volumes, driving the adoption of cloud-based solutions. Additionally, more MPS providers will offer tools that track and report on carbon footprints, helping businesses align with global sustainability standards.
  • AI-Powered Optimisation: Artificial Intelligence (AI) is reshaping MPS (as well as the rest of the world), enabling smarter and more efficient printing processes. AI-driven predictive maintenance will anticipate equipment failures, reducing downtime. Usage analytics will provide deeper insights into print behaviours, helping organisations optimise their resources and cut costs. Furthermore, personalised user experiences will ensure intuitive interactions with MPS tools tailored to individual needs.
  • Cloud Integration & Mobility: Cloud computing’s role in MPS continues to grow, with centralised, cloud-based print solutions offering easier access and scalability. Remote printing options will become standard as hybrid and remote work models persist, enabling employees to print securely from any location. Cloud-integrated MPS will also focus on enhanced security, implementing robust data protection measures such as encryption and secure authentication.
  • Enhanced Security Measures: As cyber threats evolve, MPS providers must strengthen security. In 2025, we can expect the widespread adoption of zero-trust frameworks, where printers and MPS platforms will impose strict access controls. End-to-end encryption will secure document transfer and storage, while real-time threat detection will proactively identify and prevent potential breaches before they escalate.
  • Cost Management & ROI Focus: With economic pressures mounting, organisations will demand clearer ROI from their MPS solutions. Flexible subscription-based pricing models will make MPS accessible to businesses of all sizes, while automated workflows will reduce operational costs by streamlining print tasks. Comprehensive reporting tools will also help businesses identify cost-saving opportunities throughout their print infrastructure.

 

Streamline Document Related Processes With DDS

Managed Print Services are ideal for legal firms, as they provide cost savings, enhanced security, and streamlined workflows. By optimising print management and reducing waste, MPS improves efficiency while ensuring compliance with strict document handling regulations, allowing firms to focus on their core legal work.

DDS's Managed Print Services offer a unique combination of features to streamline your printing processes. With proactive maintenance, we minimise printer downtime, ensuring smooth business operations. Additionally, our services include efficient tracking of print activities across all devices, providing valuable data to help optimize usage and control costs. Our managed print agreement covers equipment financing, ongoing onsite services, and consumables — all consolidated into one easy-to-manage monthly invoice, allowing you to track your printing costs accurately. To learn more, talk to DDS Group today! 

 

Conclusion

If you're ready to modernise your print management strategy and stay ahead in this dynamic environment, you can browse our managed print services here, or head over to our homepage to check out our many other products and services. Our team is built from passionate printer experts who are dedicated to providing effective solutions that will help your business thrive. Together, we can create a solution that supports your goals for 2025 and beyond. So get in touch with DDS Group today!