Skip to main content
Printing is one of those things most organizations don’t think much about until it starts causing problems.
Maybe toner runs out right before an important deadline. Maybe the IT team spends more time troubleshooting printers than supporting core systems. Or maybe costs slowly creep up because supplies are being ordered manually from multiple vendors.
These challenges are especially common in organizations where printers were added over time without a clear strategy. What starts as a few devices can quickly turn into a complicated environment with dozens of machines, different service providers, and little visibility into overall printing costs.
That’s exactly the situation one government organization in Denton found itself facing.
With over a hundred devices across two buildings and a mixed fleet of printers from different vendors, managing printing had become unnecessarily complicated. To simplify operations and reduce costs, the organization partnered with Strategic Technology Partners of Texas (STPT) and implemented e-valet Managed Print Services.
The results? Simplified printer management, reduced IT workload, and about 20% lower printing costs.
Table of Contents
- Results Summary
- About the Denton Organization
- What Problems Did Their Print Environment Create?
- Why They Chose STPT’s e-valet Managed Print Services
- How the Implementation Was Handled
- What Results Did the Organization Achieve?
- How the Partnership Continues Today
- Key Takeaways for Organizations Considering Managed Print Services
- FAQ
Results Summary
| Metric | Result |
|---|---|
| Devices Managed | 137 |
| Locations | 2 Buildings |
| Print Cost Reduction | ~20% |
| Vendor Consolidation | Multiple vendors → One provider |
| IT Workload | Significantly Reduced |
| Fleet Optimization | Ongoing |
How Managed Print Services Improved Printing for This Denton Organization
A government organization in Denton reduced printing costs by approximately 20% and simplified printer management by implementing Strategic Technology Partners of Texas’ e-valet Managed Print Services. STPT consolidated a mixed fleet of devices, automated toner shipments, and centralized service support. This resulted in reduced downtime and freed IT staff from printer-related tasks.
About the Denton Organization
The organization operates in the state and local government sector and manages approximately 137 printers and multifunction devices across two buildings in Denton.
Like many organizations, printers had been added over time as departments purchased devices independently. While this approach worked at first, it eventually led to a print environment with devices from different manufacturers, varying service agreements, and inconsistent support.
A few key facts about their environment:
- The fleet included multiple printer brands and models
- Devices were spread across two office buildings
- Supplies were purchased manually
- Printer service came from multiple vendors
These kinds of environments are common when printing grows organically rather than strategically.
Over time, however, the organization realized the inefficiencies were starting to affect both costs and productivity.
What Problems Did Their Print Environment Create?
Before implementing managed print services, the organization operated an unmanaged mixed printer fleet. Supplies were purchased independently, and service calls were handled by multiple vendors. This increased costs and created unnecessary downtime.
Several operational issues began to surface.
Printer Issues Were Burdening the IT Team
When printers malfunctioned or ran out of supplies, internal IT staff were often the first people called. This meant their time was being pulled away from higher-value IT projects.
Supplies Were Ordered Manually
Departments often purchased toner when supplies ran low. In some cases, employees had to run out and purchase supplies locally during urgent situations.
This created:
- Unpredictable costs
- Delayed printing during critical deadlines
- Inconsistent supply availability
- Service Support Was Fragmented
Different devices were serviced by different providers. That meant they had multiple service contacts with multiple agreements. This naturally caused longer resolution times when something went wrong.
Printing Infrastructure Was Expensive
Without centralized reporting or fleet management, the organization had limited visibility into how its devices were being used or where costs could be reduced.
At this point, it became clear that a more strategic approach to printing was needed.
Why They Chose STPT’s e-valet Managed Print Services
The organization began looking for a partner that could provide centralized printer management and service support.
After evaluating options, they chose Strategic Technology Partners of Texas.
Several factors made STPT the right fit.
Local Service and Support
As a North Texas-based technology partner, STPT provides local technicians and responsive service. This is something many organizations value when reliable printing is critical.
Competitive Pricing
STPT was able to offer competitive pricing while also delivering a comprehensive managed print program.
Transparent Fleet Reporting
The organization gained visibility into their printer fleet and usage patterns, making it easier to understand where costs were coming from.
Automatic Toner Shipments
One of the most valuable features of e-valet Managed Print Services was automatic toner replenishment.
Instead of manually ordering supplies, the system monitors device usage and automatically ships toner before it runs out.
This eliminates emergency supply runs and ensures devices stay operational.
If you want to learn more about evaluating print providers, you may also find these guide s helpful:
- Top Questions You Should Ask Before You Choose an MPS Provider
- 10 Red Flags to Look for in Your Printer Contract
How the Implementation Was Handled
One of the biggest concerns organizations have when changing their printer environment is disruption.
STPT’s implementation process was designed to minimize that risk.
The deployment included:
- Staging approximately 100 devices onsite
- Coordinating installations with a dedicated team
- Replacing and standardizing devices across the organization
Because the devices were staged in advance and installed systematically, the rollout happened with minimal disruption to daily operations.
Employees were able to transition smoothly to the updated environment while maintaining productivity.
What Results Did the Organization Achieve?
After implementing STPT’s e-valet Managed Print Services, the organization saw immediate improvements.
20% Reduction in Printing Costs
Centralized fleet management and supply automation helped reduce unnecessary printing expenses.
Reduced IT Workload
With STPT managing service and supplies, the internal IT team no longer needed to spend time troubleshooting printers or ordering toner.
More Consistent User Experience
Standardizing the printer fleet meant employees were working with consistent devices and features.
This made printing simpler across departments.
Simplified Vendor Management
Instead of coordinating with multiple vendors, the organization now had one partner responsible for their entire print environment.
If your organization is dealing with rising printing costs, this article may also be helpful:
How the Partnership Continues Today
The relationship between this Denton organization and STPT has now lasted more than a decade.
Over time, the printer fleet has continued to evolve as technology improves and operational needs change.
For example:
- Older devices have been replaced with Xerox AltaLink and VersaLink models
- The fleet has been resized to match current usage patterns
- STPT continues to provide guidance on when upgrades make sense
This long-term approach ensures the organization’s printing environment stays efficient and cost-effective.
Key Takeaways for Organizations Considering Managed Print Services
Many organizations face similar printing challenges before implementing managed print services.
Based on this case study, a few key lessons stand out.
Managed print services can help organizations:
- Consolidate multiple printer vendors into one provider
- Automate toner ordering and supply management
- Reduce IT workload
- Improve printer uptime
- Lower printing costs through fleet optimization
If you're evaluating whether your organization might benefit from managed print services, you may also want to read:
FAQ
What are managed print services?
Managed print services (MPS) is a program where a print vendor monitors, maintains, and supplies printers for an organization. The provider typically handles toner, service support, and fleet optimization to reduce costs and simplify printer management.
How much can managed print services reduce printing costs?
Many organizations reduce printing costs by 10–30% after implementing managed print services because their fleet becomes optimized and supplies are automatically managed.
What does STPT’s e-valet managed print service include?
STPT’s e-valet Managed Print Services include:
- Automatic toner shipments
- Remote printer monitoring
- Service and maintenance support
- Fleet optimization
- Usage reporting
Ready to Simplify Your Print Environment?
If your organization is dealing with multiple printer vendors, rising supply costs, or constant service calls, managed print services may be able to help.
Schedule a Managed Print Services consultation with Strategic Technology Partners of Texas to review your current print environment and explore ways to reduce costs and simplify management.
During your consultation:
- A business consultant will review your current print environment
- You can meet virtually or in person
- You’ll get answers to your questions about managed print services and how it could work for your organization
