August 7, 2025
Finance organizations handle sensitive documents, regulatory compliance requirements, and time-critical transactions that demand reliable, efficient printing infrastructure. Yet too often, IT directors and office managers find themselves bogged down by printer maintenance, supply management, and troubleshooting issues that pull focus from core business operations.
One smart solution? Managed Print Services (MPS) – a strategic approach that can transform printing environments from budget-draining, disruption-causing, frustration-generators into reliable time-savers. But MPS can offer additional benefits to financial organizations. So in this blog, I’ll focus there.
The Hidden Costs of Unmanaged Print Infrastructure for Finance
Finance organizations face unique printing challenges that extend far beyond simple document reproduction.
If a critical printer fails during month-end closing, or confidential financial reports can't be printed due to supply shortages, those disruptions don't just cost time — they can affect client relationships, regulatory compliance, and bottom-line performance.
Traditional print management approaches often leave finance teams reactive rather than proactive. Without visibility into device performance, supply levels, and maintenance needs, it’s difficult to anticipate problems before they impact operations.
How Financial Institutions Benefit From Print Management Services
The financial services industry is experiencing unprecedented change. New technologies, evolving customer behaviors, and volatile markets are creating fresh challenges for banks, stock brokerages, hedge funds, and insurance companies. While online banking usage has surged — with 71% of consumers now using digital banking channels weekly — paper volumes and branch footfall have dramatically declined.
That said, MPS remains a popular choice for financial institutions for a number of other reasons. If you don’t already work with an MPS provider (or your provider hasn’t kept up with the times), here’s what you could be missing out on.
Providing Digital Transformation Assistance
Financial organizations face considerable pressure to adjust, adapt, and reinvent themselves to do more with less. This transformation requires the best tools across all aspects of the organization, including document management and printing infrastructure.
An MPS provider can pair powerful print software with a document management system, transforming your printers into process wizards, helping you streamline all sorts of admin tasks — the types of mindless busywork people tend to find frustrating.
Improving Data Security
Financial organizations remain prime targets for cybercriminals due to the vast amounts of sensitive client information they manage.
Modern printing devices are sophisticated, smart devices connected directly to your network infrastructure. Without proper security measures, these devices can serve as entry points for potential hackers seeking access to your systems. With the remote use of printing devices increasing, banks must ensure customer data and valuable documents such as statements, contracts, and letters are protected against growing cyber threats.
Managed print services address this critical security gap by making sure your devices are properly protected.
If your MPS provider has print security capabilities, they should be able to help you implement these print security best practices:
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Encrypting stored data
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Making sure devices no longer have active default passwords
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Maintaining secure policies and best practices related to all printing devices
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Hardening devices according to established procedures
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Applying security-related patches and updates in a timely fashion
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Securing related network protocols and ports
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Employing secure print software that requires user authentication before a printer will release a print job, also called pull-printing or follow-me printing
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Using print monitoring software to analyze how devices are being used, and by whom
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At disposal, sanitizing devices of all sensitive data
Optimizing Your Print Investment
Making the most of your printing investment requires two fundamental components: control and knowledge. With numerous printing and mobile devices connecting to shared networks, today's financial companies have lost significant control — not only over their devices but also over running costs.
Print management software has learned a few new tricks over the past few years, and it’s now possible to get real-time data about how your equipment is currently being used, by whom, and for what purpose. With that information, you can make sure print policies are being followed. And you can also see where your dollars are going, so you can make informed decisions.
Finding Additional Savings
Excellent MPS providers can find all sorts of sneaky ways your printers are costing you more than you need to, and ways you can achieve the same goals with less equipment. Most organizations tend to have more equipment than they need, and those additional printers run up quite the bill when it comes to supplies, maintenance, and energy costs — not to mention all the space they’re taking up.
And considering that unmanaged print costs typically eat up between 1-3% of your annual revenue, most organizations can use all the additional savings they can get.
Increasing Efficiency
Automating supply orders and removing print-related tasks from your IT team’s plate is just the start. When printers are well-maintained, they perform more reliably, which means you’re not seeing the frequent disruptions that can derail entire workflows.
But many MPS providers can now offer predictive maintenance, where your printers will be continuously monitored for any signs of wear and tear that could potentially cause a disruption. That way, a technician can be dispatched with the correct repair part before your staff is even aware that something’s wrong.
The bottom line? When you partner with an experienced MPS provider, you're not just outsourcing printer maintenance—you're investing in a comprehensive solution that protects your clients, streamlines your operations, and supports your institution's long-term success.
Our Managed Print Solutions in Action
Prior to working with Marco for their managed print services, Heights Finance Corporation had a print provider that left them frustrated. With 250 printers and 130 locations spanning six states, they needed a print provider who could make print management easier, not harder.
With a fleet consisting of multifunction devices, desktop printers, and scanners, Heights Finance Corporation also needed all their devices to enable their employees to complete work without interruption or delay.
Help Desk Support
First, we made sure that all employees had an easy way to access a help desk for assistance whenever print issues came up. A quick call resolved most user issues — and when it couldn’t, a technician was dispatched to the correct location.
Budgeting
Some of our clients prefer to designate specific budget areas, and others focus on budgeting for the company as a whole. For Heights Finance, we were able to break down print budgets by department, location, and/or device to fit their unique needs.
Operation, Insight & Reporting
In addition to budgeting, Heights Finance Corporation found it beneficial to view the history and maintenance needs of each machine in its fleet.
Kelli Zaremba, Branch Support Purchasing Specialist, said:
“Knowing what’s going on with each machine helps me to be more proactive than reactive. That’s been key for us.”
The detailed history helps identify which machines need to be replaced, repaired, or moved to a lower-traffic print area within the organization.
Zaremba was no stranger to managed print services, and had always appreciated the amount of control it gave her over the company’s print fleet, without having to be in a hundred places at once.
She said that what Marco provided, above and beyond other providers she worked with in the past, was a proactive approach to the management of their print fleet. Plus, the print management software used to monitor the activity and maintenance on each device – and the routine review of this data – gave her what she had been missing.
She also added:
“I would recommend Marco for Managed Print Services again and again.”
Click the link below to get the full case study!
