Beware Of Free Print Management Software
October 6th, 2010 by Hannah Recla
If you’re still getting phone calls, faxes, or emails from your vendor asking for a current meter reading, you’re probably starting to wonder, “Why am I still submitting meter readings? Shouldn’t meter collection be automated by now?”
Yes, it should, and from our perspective, it is taking longer than expected to automate the process of data collection for service contract billing. It looks like this is the year of implementation, though. With the onslaught of Managed Print Services being offered, most vendors now have some sort of third-party data collection agent they are eager to install on your network.
Here’s a scenario:
Let’s say you have 50 copier/MFD devices in your fleet and 4 different service providers. You decide to buy a few MFDs from one of your suppliers and they tell you that you don’t have to call in meter readings anymore.
Great! They say they will install free software on your network that will allow them to get the meter readings automatically. Not so great.
Here’s why:
The software they install on your network will probably allow them to see all the devices connected to your network and maybe even locally connected devices, including the copiers and printers they do not provide service for.
Now imagine your other three vendors also want to install software to collect meter readings for their devices automatically as well. You could potentially have four different software applications running on your network and each of your vendors will have access to information related to devices they are not providing service for.
The information about your fleet is extremely valuable - that’s why your vendors want access to it. Access to the information provides them with additional avenues of revenue from your organization. It is true that greater visibility into your fleet and volumes will allow your suppliers to tailor their solutions to meet your needs, but the one who controls the data gets to sit in the driver’s seat. We think you should be sitting in the driver’s seat - not your vendors.
Here’s a better scenario:
We recommend that you, independent of any hardware or service vendor, purchase or license a data collection agent and install it on a central server within your organization. The software tool will be yours no matter which vendor you do business with. Many data collection agents can be automatically programmed to deliver meter readings to the appropriate parties at the appropriate times. Then, with continual and direct access to information about your fleet, as you desire to make changes, you can provide specific information to vendors that you want to request quotations from.
If you have questions or would like to discuss this topic with us, please give us a call.
Hannah Recla
Analysis Services
Optimizon


