The Hidden Costs of Office Printing
For many NYC small and medium businesses, printing expenses fly under the radar. But when you add up equipment, supplies, maintenance, and employee time, printing often represents 1-3% of annual revenue—far more than most business owners realize.
What’s Really Driving Your Print Costs?
Hardware and Depreciation
- Printers, copiers, scanners, fax machines
- Average lifespan: 3-5 years
- Replacement costs: $500-$15,000+ per device
Consumables
- Toner and ink cartridges
- Paper and specialty media
- Maintenance kits and parts
Hidden Expenses
- Employee time troubleshooting jams and errors
- IT support for driver issues and connectivity
- Energy consumption
- Wasted prints from errors and abandoned jobs
A typical 25-person office spends $8,000-$15,000 annually on printing—often without realizing it.
What Are Managed Print Services (MPS)?
Managed Print Services consolidate all your printing needs under a single, predictable monthly fee. Your MPS provider handles:
- Equipment selection and deployment
- Automatic supply replenishment (never run out of toner)
- Proactive maintenance and repairs
- Usage monitoring and optimization
- Security and compliance management
- Help desk support for print issues
Instead of juggling multiple vendors, service contracts, and supply orders, you get one bill and one point of contact.
Key Benefits for NYC SMBs
1. Predictable Monthly Costs
No more surprise repair bills or emergency toner runs. MPS converts variable printing expenses into a fixed monthly cost you can budget for.
2. 30-50% Cost Reduction
Through right-sizing your fleet, optimizing usage, and leveraging volume purchasing power, MPS typically delivers significant savings:
- Eliminate underutilized devices
- Standardize on efficient models
- Reduce color printing waste
- Implement print policies automatically
3. Zero Downtime Stress
When your copier jams before a big client presentation, you don’t want to wait on hold. MPS includes:
- Remote monitoring for proactive issue detection
- Same-day or next-day on-site service
- Loaner equipment during extended repairs
- Direct support lines—no generic call centers
4. Enhanced Security
Modern MPS addresses critical document security concerns:
- Secure print release: Documents only print when user authenticates at the device
- Audit trails: Track who printed what, when
- Data encryption: Protect documents on device hard drives
- Secure disposal: Proper handling of equipment with stored data
- Compliance support: HIPAA, SOX, FINRA requirements
5. Sustainability
Reduce your environmental footprint with:
- Duplex printing defaults
- Toner recycling programs
- Energy-efficient device selection
- Print reduction analytics
Beyond Printing: Document Management
Leading MPS providers also help you reduce paper dependency entirely through document management solutions:
Scanning and Digitization
- Convert paper archives to searchable digital files
- OCR (Optical Character Recognition) for text extraction
- Automated routing to cloud storage or business applications
Workflow Automation
- Digital forms that replace paper processes
- Automated approvals and signatures
- Integration with accounting, HR, and CRM systems
Cloud Document Storage
- Secure, organized access from anywhere
- Version control and collaboration
- Disaster recovery protection for critical documents
Choosing an MPS Provider: What to Look For
Local Presence
For NYC businesses, local support matters. Look for providers with:
- Service technicians in the metro area
- Same-day response capabilities
- Understanding of NYC building and office constraints
Transparent Pricing
Beware of hidden fees. Your contract should clearly spell out:
- Cost per page for black-and-white vs. color
- What’s included in maintenance
- Overage charges if applicable
- Upgrade and early termination terms
Security Credentials
Your provider should demonstrate:
- Experience with your industry’s compliance requirements
- Clear data handling and disposal policies
- Security certifications (SOC 2, ISO 27001)
Vendor Independence
Choose a provider not tied to a single manufacturer. This ensures:
- Best-fit equipment selection
- Competitive pricing
- Flexibility to change devices as needs evolve
Implementation: What to Expect
Phase 1: Assessment (1 week)
- Inventory all current devices
- Analyze print volumes and patterns
- Identify security gaps
- Calculate current total cost of ownership
Phase 2: Design (1-2 weeks)
- Propose optimized device fleet
- Define print policies
- Plan workflow improvements
- Present projected savings
Phase 3: Deployment (2-4 weeks)
- Install new/updated equipment
- Configure network integration
- Implement secure print features
- Train users on new capabilities
Phase 4: Ongoing Management
- Monitor usage and supplies
- Proactive maintenance
- Quarterly business reviews
- Continuous optimization
Common Questions
Q: What happens to our existing equipment?
A: Quality MPS providers work with your current fleet when it makes sense, supplementing with new equipment where needed. No forced rip-and-replace.
Q: Are we locked into a long contract?
A: Contract terms vary. Look for flexibility—36 months is typical, but shorter terms may be available for newer businesses.
Q: How do employees adapt to secure print release?
A: Most users appreciate not having their sensitive documents sit in a common tray. Training takes 15-30 minutes, and adoption is typically smooth.
Q: Can MPS integrate with our cloud storage (Google Drive, SharePoint, etc.)?
A: Yes—modern multifunction devices scan directly to cloud folders, email, or business applications.
How Kyber Systems Approaches Print Management
As part of our comprehensive managed IT services, Kyber Systems helps NYC and New Jersey businesses optimize their printing infrastructure:
- Vendor-neutral equipment recommendations tailored to your workflow
- Integration with your existing IT environment and cloud services
- Security-first approach with secure print release and audit capabilities
- Bundled IT + Print support for simplified vendor management
- Transparent, predictable pricing with no hidden fees
We view print management as one component of your overall technology strategy—not an isolated service.
Ready to Audit Your Print Costs?
Most businesses are surprised by what they’re actually spending on printing. Kyber Systems offers complimentary print assessments that reveal:
- Your true cost per page
- Underutilized and bottleneck devices
- Security vulnerabilities
- Potential savings with optimization
No obligation—just clarity on where your money goes.
📞 (646) 462-4132
🌐 kybersystems.com
📧 info@kybersystems.com