Managed Document Services

Which best describes your company?

• Your company is spending too much on managing your printers and MFPs and you don't know where to turn for help.
• Some things are working within your company and you don't want to change them, but you understand there is a need to make your MFPs and printers more cost efficient.

Whichever your response, it seems that no matter where you turn, document imaging manufacturers, service providers and resellers are telling you your printing costs are out of control; your printer fleet is not properly deployed; you are most likely using outdated printer technology; and your company is spending too much time maintaining its printers.

Our Simplified Approach

By understanding your expectations, we are able to craft an MDS solution that best fits your specific needs - regardless of whether you have just a few printers and MFPs, or fleets of hundreds of devices. For example, we want to know:

• When it comes to printing, what IS WORKING within your company that you do not want to change?
• Do you know what your company spends on printing on a yearly basis?
• What about specialty printing needs that work, but could be improved?
• How many vendors do you have servicing your printers?
• Are your printer supplies hard to manage or purchase?
• How much time does your IT department waste installing and fixing printers?

Imagine being able to quantify and budget your printing expenses, all while improving your organization's document output process. We can show you how!

Island Office MDS optimises your entire document environment in five flexible, carefully designed phases.

Customized to the size and unique requirements of your business, our process starts by identifying weak spots in your current infrastructure before seamlessly implementing solutions to cut costs and improve ongoing performance.

Assess - Look Everywhere

We begin by gathering data and understanding your business.  This includes a professional assessment of your entire document environment – from fleet audit to financial, volumetric and energy data.  Using in-depth analysis, as well as interviews and surveys, our assessment phase highlights all areas of wastage and poor productivity across your organisation. The result is a clear report showing exactly where money can be saved and processes optimized.  

As part of the assessment, we analyse the following vital areas:

• Finances: Understanding exactly where the money is being spent
• Devices and consumables: Their efficiency, suitability and maintenance costs
• Workflows: Whether productivity can be improved through smarter software
• Documents: How efficiently and securely they are being printed, stored, managed and distributed
• Environmental impact: Where you can save energy and reduce your carbon footprintand removed simply by exchanging devices.

Design - Look for a Customised Solution

The design phase is all about your business: Your size, your budget, your targets and performance requirements. Our solution will be a perfect fit: The ideal combination of hardware, software and process development to generate the maximum return on investment.

• Solution design: With a comprehensive portfolio of software, we improve workflows, system control, resource efficiency and document security
• Fleet design: With one of the widest ranges of office hardware, we consider everything from the most suitable devices for your needs to their placement for optimal productivity
• Financial services: Together with partners such as De Lage Landen Financial Services Canada Inc, Island Office offers uncomplicated leasing programs – optimizing your balance sheet as well as your equipment

Implement - Looking after your bottom line

Our priority during implementation is to have the least impact on your day-to-day business – minimizing downtime and risk. That's why implementation is overseen by a professional project management team and carried out by highly qualified technicians and engineers.

We can even work around your business hours, or at weekends, to ensure the least possible disruption.

• Professional change management: Dedicated service with constant progress reports
• Hardware & software installation: By qualified KYOCERA technicians
• Training: Staff and helpdesk support to eliminate errors and downtime
• Flexible logistics planning: Implementation at a specific time, out of hours or over the weekend to suit your business
• Storage & disposal: Secure, efficient and environmentally and legally compliant

Manage - Look for a superior service

Our management service is committed to delivering optimized performance, reliability and cost-efficiency. With a range of on-site and remote support capabilities, we take care of your entire document infrastructure, keeping workflows at peak levels and looking after time-consuming daily admin.

• Fleet maintenance: Comprehensive service packages for maximum uptime
• Remote monitoring: Delivering proactive support
• Automatic restock of consumables: Saves hassle and downtime
• Dedicated hardware and software support: Remote or on-site IT teams to maximize performance and reliability
• Regular performance reviews: Face-to-face meetings and accurate Management Information (MI) reports ensure your full satisfaction

Optimize - Looking ahead

Your business will never stand still – and neither will its print and document needs. Delivering ongoing optimization, Island Office MDS continually analyzes your fleet and workflows for new ways to improve cost-cutting and performance.

Our regular assessments show you the quantifiable benefits of MDS and allows us to make sure we're meeting your targets.

Data analysis: Through fleet uptime and optimization analysis, we can quantify the financial value of our services
Fleet design: Making sure your equipment keeps pace with your requirements
Environmental impact: Analyzing your carbon footprint and whether targets are being met via regular reviews and satisfaction surveys

Reduced costs - Less environmental impact. More security.

Increased employee productivity and satisfaction. Island Office MDS has many practical advantages.

Economic: COMPLETE COST TRANSPARENCY AND SAVINGS OF UP TO 30%

There are several ways MDS can reduce your total cost of ownership:

• Reducing the use of consumables such as paper and toner.
• Cutting energy costs.
• Lowering service and support costs.
• You can set up binding print policies that determine when colour printing systems may be used, thereby avoiding unnecessary costs.
• Because the age and lifetimes of the systems are all known, cost drivers can be easily identified and removed simply by exchanging devices.

Optimisation: INCREASED PRODUCTIVITY AND EMPLOYEE MOTIVATION.

Clearly measurable benefits also arise from other less cost-driven benefits:

• Increasing productivity through optimised workflows, reduced down-times and minimising the workload of IT staff who look after your fleet.
• State-of-the-art output solutions make document management faster and more effective: eg automated capture, distribution and archiving of regular documents like bills, purchase orders or insurance applications.
• Optimised device management saves time and reduces staff frustration: It decreases the time spent waiting for documents due to overuse and ensures proximity to the work area where employees need it most.

Hassle-free: PROFESSIONAL, CUSTOMISED AND FROM A SINGLE SOURCE.

With only one point of contact, MDS saves you trouble and manpower.

• We supply you with everything you need for every printer and multifunctional device, regardless of the brand.
• We take on all maintenance and repair services, both for our own printers and copiers as well as those of other manufacturers.
• Remote Monitoring system: We recognise deviances in the functioning of a device and react quickly whenever needed without having to be on-site.

Eco-friendly: IMPROVED ENVIRONMENTAL AND SUSTAINABILITY MANAGEMENT.

Island Office MDS helps reduce your energy and resource consumption, improving your balance sheet ecologically as well as economically.

• We improve environmental sustainability through economic software applications and ECOsys technology.
• By consolidating your hardware and using electronic data management, you take a big step forward in energy efficiency.
• We can advise on the conversion of your fleet to energy-saving printers and copiers that will make an even larger difference to your energy costs.
• Other services include: Using recycled paper, developing company-specific disposal concepts and implementing a company “print policy” that requires employees to be be more ecologically considerate.

Secure: IMPROVED MONITORING AND PROTECTION OF DATA AND DOCUMENTS.

No matter what line of business you are in, your documents and network hold vital information. You have an obligation to protect your client’s documents and your customer’s private data. MDS offers additional security through authorised access to devices and networks, as well as by keeping tighter controls on what is being printed.