Managed print services (MPS) are usually associated with practical operational gains: reducing print costs, rationalising devices, simplifying support and giving organisations better control over their print estate. But that’s not where the value of managed print services stops. As ESG reporting becomes more evidence-led, MPS can also provide something more strategically useful – reliable operational data.
This matters because sustainability claims are facing increasing scrutiny; organisations are under pressure to demonstrate responsible procurement, reduce environmental impact and show measurable progress against internal or external sustainability commitments. Stakeholders increasingly expect data that is repeatable, auditable and specific enough to show what has changed, where progress is being made and where further improvement is needed.
This is also something Aura can demonstrate directly. In 2026, Aura was awarded the EcoVadis Bronze Medal, placing us in the top 35% of companies assessed globally. Within our own industry sector, our Environment score ranked us in the top 6% – reflecting the operational and governance standards we hold ourselves to across energy, waste, and resource management. EcoVadis assessments are independently validated and evidence-based, the same standard of measurable, auditable performance we help our clients build.
In a Smart Workspace context, print and document workflows are a useful place to start because they connect sustainability reporting to everyday workplace behaviour. They show how people use shared technology, where paper-based processes remain embedded, and where operational changes could reduce waste, improve efficiency or support better governance.
The print metrics that strengthen ESG reporting
In practice, our customers commonly want evidence around paper consumption, total print volumes, mono versus colour use, duplex adoption, energy usage, consumables and recycling. Many also need visibility of device consolidation, fleet age and usage by department or site, particularly where sustainability reporting sits alongside procurement, estates, finance or IT decision-making.
The difficulty is that many organisations do not have this evidence readily available before engaging with an MPS provider. If there is no current print solution, reporting may be minimal, and if there is an existing solution, the quality of evidence depends on how it was originally implemented, which reporting tools are in place and what the current supplier can provide.
This creates a gap between sustainability ambition and operational reality. A business may know it has reduced the number of devices in its estate, but not be able to show what that means for usage, consumables or energy-related performance; it may believe print volumes have fallen, but lack reliable data by location, department or function; it may be encouraging digital workflows, but still have manual document processes that are not visible to central reporting.
A good MPS strategy helps close this gap by turning print and document activity into a clearer evidence base. For our customers, this is supported through the Online Customer Dashboard and regular Client Success reviews, so reporting is not treated as a one-off audit exercise, but can be tracked continuously to monitor progress, identify anomalies and highlight practical opportunities for improvement.
Turning data into evidence
A well-managed MPS environment gives organisations a more reliable view of how print is actually being used – including direct data on paper consumption, print volumes, device and user behaviour, duplex versus simplex printing, mono versus colour usage, consumables, recycling information and fleet utilisation.
These metrics are valuable because they connect sustainability reporting to real behaviour. They can show whether print reduction policies are working, whether users are adopting duplex and mono settings, whether devices are over-used or under-used, and where print dependency remains high. They can also inform decisions about device placement, fleet rationalisation and workflow improvement.
For example, a device consolidation programme may reduce the number of machines across an estate. However the stronger ESG story is not simply that there are fewer devices, but more the detail of the process and its outcomes: what was removed, what replaced it, how usage changed, how paper consumption shifted, whether the estate still works for users and how performance will be monitored over time.
This is where MPS becomes more than a cost-control exercise, and gives organisations a practical way to connect sustainability objectives with operational governance – measuring the current position, making targeted changes and reviewing whether those changes are having the intended effect.
The difference between measurement and assumption
Not every sustainability outcome can be measured with the same level of precision, of course, which is an important distinction to make if ESG reporting is going to remain credible.
Some metrics can be evidenced directly through MPS data (for example print volumes, paper usage, duplex and colour behaviour, device utilisation, consumables and recycling information), while others should be described more cautiously because they rely on estimates, manufacturer specifications, supplier data or wider customer behaviour.
Energy consumption is a good example. In many cases, it’s calculated using manufacturer specifications and typical usage profiles rather than real-time metering, so it should usually be positioned as indicative rather than exact. Carbon impact and carbon savings are typically derived from standard conversion factors applied to print volume, paper usage and energy assumptions. Those figures can still be useful, but the methodology should be clear.
Workflow-related improvements may also need careful framing. Reduced printing may be influenced by scan-to-cloud adoption, workflow automation, internal policy, cultural change and user compliance, so it’s important not to misattribute proportionally. Similarly, digitisation should not automatically be presented as impact-free, because digital storage, data centres and wider IT use sit outside traditional MPS reporting.
The data behind effective device consolidation
Device consolidation is one of the clearest examples of why measurement matters. Fewer devices can mean lower operating costs, simpler support, reduced maintenance demand and a more efficient estate, plus it can also support sustainability goals by reducing unnecessary equipment, consumables and replacement cycles.
But consolidation is not automatically sustainable. If devices are removed without understanding usage patterns, site requirements and user behaviour, the result can be queuing, inconvenience, workarounds or reduced productivity – in short, a poorly planned reduction can simply create a problem elsewhere.
The aim should not be the smallest possible print estate, but instead the right-sized estate to ensure efficiency, security, usability and measurability. MPS data helps organisations make that judgement with more confidence, identifying which devices are genuinely needed, which are under-utilised, where fleet age may be an issue and where policies need to be adjusted over time.
ESG as operational governance
As we have discussed, the strongest sustainability strategies are not built on broad claims, but on governance: clear baselines, measurable objectives, reliable reporting and ongoing review.
MPS isn’t a silver bullet for ESG reporting, but it can strengthen one important part of this evidence base. It can show how print and document workflows are being used, where resources are being wasted, where behaviour is changing and where further improvements are possible.This is also where MPS becomes part of a wider Smart Workspace strategy. The aim is not simply to connect more systems, but to make workplace performance easier to understand and manage. By bringing print and document workflow data into that picture, organisations can see how everyday technology use affects cost, efficiency, user experience, risk and sustainability.
- Learn more about Aura’s commitments to ESG within your print environment here
- Discover our approach to Smart Workspace here
- Join our free webinar on document capture and workflow automation here
