Printer Fleet Management

If you’re running a large business, chances are your copier and printer fleet feels a little more like a chaotic traffic jam than a well-orchestrated system. You might have multiple devices across multiple floors or even multiple states, which means IT is constantly fielding supply requests, service calls, and error messages. And let’s be honest, nobody wants their CIO spending Monday morning hunting down why “Printer 12B” is flashing a cryptic error code again.

As a print vendor, we’ve been helping organizations of all sizes tame their printer fleets for over 35 years. As an authorized Xerox partner, we specialize in making large fleets run smoothly, securely, and cost-effectively.

In this guide, we’ll walk through practical steps you can take to optimize your printer fleet—whether that means trimming excess devices, streamlining supplies, or tightening up security.

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If you work in an office, you know how much our world still depends on printers, even in an increasingly digital age. But if going green is your goal, the good news is that sustainable printing doesn’t mean giving up your printers. Sustainable printing is about using smarter tools, making better choices, and understanding how to reduce waste without disrupting your workflow.

That matters more than ever. According to the Natural Marketing Institute, 58% of U.S. consumers consider a company’s environmental footprint when deciding where to spend their money. It’s clear that how we manage printing can have a real impact, not just on the planet, but on your bottom line and brand perception too.

Running a school means managing a thousand things at once. This includes printers. However, keeping them up and running often ends up near the bottom of that list. Whether you're printing lesson plans, testing materials, or administrative paperwork, printing is a major part of school operations. And it can quietly drain your budget and staff time.

At STPT, we've spent over 35 years helping schools regain control over their print environments. Excessive printing costs can add thousands of dollars to a school's monthly expenses, creating chaos with overflowing toner closets, malfunctioning devices, and mounting invoices. That's where Managed Print Services (MPS) comes in as a reliable solution to streamline print management and reduce costs.

This blog explores whether MPS is the right fit for your school. We’ll break down what MPS is, its biggest benefits, its potential drawbacks, and how to decide if it makes sense for your school.

You’re constantly reordering toner, dealing with jammed printers, or trying to make sense of confusing supply invoices. Meanwhile, your IT team is drowning in support tickets that all read: “The printer isn’t working. Again.”

One way to reduce your business’s expenses is by using Managed Print Services (MPS) for your fleet of printers.

We’ve helped hundreds of businesses and organizations streamline their print environments. And in this blog, we’re breaking down the pros and cons of MPS to help you figure out if it’s the right fit for you.

What Are Managed Print Services?

Managed Print Services (MPS) means outsourcing the management of your printers, copiers, and related supplies to a trusted vendor. It’s kind of like IT for your printers.

At STPT, we call our MPS offering eValet. It includes:

If your business is like most, printing is a behind-the-scenes cost that quietly eats into your budget, time, and IT resources. Maybe you’ve got printers in every corner of the office, toner piling up in supply closets, or service calls that take days to resolve. You know there has to be a better way. And there is!

The solution? Managed Print Services. But before diving in, you'll want a comprehensive Managed Print Services (MPS) study to identify the best strategies for your business.

As experienced print vendors and providers of STPT’s eValet MPS program, we’ve conducted studies for organizations across various industries, including schools, hospitals, and local government. An MPS study is the first step toward uncovering hidden costs, identifying inefficiencies, and building a smarter, more secure print strategy.