Managed Document Services
MDS (Managed Document Solutions)
KYOCERA MDS (Managed Document Solutions) is the ideal choice for any business that wants a more efficient, cost-effective and user-friendly way to manage its printing devices and the documents it produces. It is a complete solution that optimises the entire operation of a business.
KYOCERA, a specialist in managed print services, has its own name and methodology for MPS. Managed Document Services (MDS) is the method applied consistently to every prospective customer, regardless of name, turnover, number of devices or document volume. From the initial assessment to the final stage of optimisation, the process rests on five (5) distinct, closely connected pillars, where teamwork and collaboration with the customer are the key to success.
1. Assess
At this stage, the dedicated MDS team (Technical Analysts, Colour Specialists and Account Manager), working with the project team of the business (IT Client Architecture Specialist, IT Analyst, IT Specialist, etc.), records all the data relevant to the project. This includes the physical layout, device grouping, monthly black-and-white and colour print volumes, scanning and fax requirements, as well as any other useful considerations (green policy, CO2 emissions, consumables and waste management, foreseeable energy savings, special paper, special requirements, etc.). On the solutions and software side, we take into account easy device management at user level, authentication (administrators, users with proximity card or PIN), and the type of control required for reporting, accounting, costing, billing, follow-me printing and secure printing, with or without rules, and anything else that may be required.
2. Design
The MDS team (Solution Specialist, Technical Analyst and Account Manager) presents all project data to the corresponding team of the business and, in coordination with it, designs the proposed solution. Floor plans, the data collected, architecture analyses and the chosen methodology are examined in depth, leading to a specific proposal of equipment and solutions. The presentation covers the proposed fleet (copiers, printers, multifunction devices, etc.), management, governance and security software, cost optimisation, fleet management (software, support structure, SLA), a high-level implementation plan and process rationalisation.
3. Implement
At this stage the fleet and software are deployed smoothly on the existing network, or on a new one if required. End users and the IT department are trained, and all on-site "how to use" tools are provided, so that the new service is used in the most practical way with clear instructions, while project management follows the agreed schedule faithfully.
4. Manage
At this stage we thoroughly verify that the service is delivered exactly as designed, at every organisational level of the company. The project teams of both parties work in close coordination to ensure full cooperation with all departments involved, such as contracts, logistics, warehouse, accounting, etc.
5. Optimise
In this final stage, the KYOCERA MDS team evaluates the new data and proposes further complementary solutions (relocating or replacing devices, changes to terms of use, new rules, provisions for increased productivity in coordination with the IT department, restocking of consumables if needed, etc.), so that the optimal service is continuously ensured and improvement projects are properly managed.