Managed Document Services

What is MDS?

KYOCERA Managed Document Services (MDS) does much more than make your document output more efficient – it’s a comprehensive solution that makes everything work more effectively. To do this it analyses your entire infrastructure, as well as all your processes and software solutions, pinpointing exactly how performance can be improved, workflows streamlined, uptime increased, regulations met and data protected. So the result of this total solution goes far beyond uncovering wasted consumables and energy-hungry hardware. It optimises performance, productivity, profitability, compliance and even security.

MDS Phases

As a leading provider of Managed Document Services, KYOCERA is uniquely suited to optimise document processes throughout your organisation. Firstly, we have the specialist tools and expertise to uncover your hidden savings potential. Secondly, we combine industry leading devices with innovative software that can be customised to meet your business requirements. This comprehensive approach is delivered in five customised phases designed to deliver outstanding results for many years to come. In fact, KYOCERA MDS is so flexible that it can support all your devices, no matter what make, integrating seamlessly with your current environment and through a single, convenient point of contact we manage everything you need, including helpdesk, training, maintenance and auto- mated supplies procurement.

Assessment phase

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 optimised.
  • Finances: understanding exactly where the money is being spent

  • Devices and Consumables: Their efficiency, suitability and maintenance costs

  • Workflows: Your overall workflow efficiency and 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 footprint

Design phase: Tailored Solutions

The design phase is all about treating your business as a unique organisation. We take into account its size, budget, targets, and performance requirements. Our solution will be a perfect fit to provide 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 BNP Paribas and ING Lease, KYOfinance offers uncomplicated leasing programmes – optimising your balance sheet as well as your equipment.

Implementation Phase: Looking after your bottom line

Our priority during implementation is to minimise disruption and impact on your day-to-day business – reducing 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: Kyocera’s team of expert engineers and 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.

Manage Phase: Look for a Superior Service

KYOCERA MDS doesn’t stop once you’re up and run- ning. We continue to manage your entire document environment, ensuring performance stays at peak levels and managing time consuming everyday issues. To help you get the most from your new infrastructure, we provide dedicated hardware and software support either remotely or on-site. We can even provide full time resident support staff for non-stop peace of mind.

  • Fleet Maintenance : Comprehensive service packages for maximum uptime

  • Remote Monitoring: Delivers proactive support

  • Dedicated Hardware and Software Support: Remote or on-site IT teams to maximise perform- ance and reliability

  •  Automatic Restock of Consumables: Saves hassle and downtime

  • Regular Performance Reviews: With face-to-face meetings and Accurate Man- agement Information (MI) reports to ensure your full satisfaction

Optimisation Phase: Looking Ahead

On the basis of the data that has been gathered, a complete output management concept is tailor-made to address your company’s specific output demands within your unique financial and organisational framework.
  • Consulting/Proposal: A detailed plan outlining how you can improve processes and reduce costs.

  • Implementation: The realisation of all agreed-upon proposals.

  • Hardware Installation (Roll-out): Delivery, installation, and commissioning of new systems including third-party systems.

  • Software Installation: Installation and configuration of software to meet your accounting, workflow management, and security demands.

  • Development Services (Customisation): Customised hardware and software to meet specific company requirements.

  • Training/Change Management: Staff training to attain the highest level of efficiency and cost-effectiveness when using new software.

  • Project Management: Management of the optimisation phase including troubleshooting.

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