How a School Reduced Printing Costs, Increased Productivity and Improved Security
Recently, we helped a school transform its printing infrastructure by replacing and upgrading 12 multifunctional printers to Canon devices, supported by PaperCut Managed Print Software. The result was significant cost savings, improved productivity, enhanced document security, and a more sustainable printing environment.
The Challenge
- The school was experiencing several common print-related issues:
- Ageing printer fleet with increasing maintenance costs
- High expenditure on toner and consumables
- Slow print speeds affecting staff productivity
- Lack of secure printing processes
- Difficulty tracking print usage and costs
- Multiple printer models causing management challenges
The leadership team wanted a modern, cost-effective solution that would streamline printing across the site while reducing overall expenditure.
The Solution
Following a comprehensive print audit, we recommended the replacement of the existing fleet with 12 Canon Multifunctional Printers (MFPs) strategically located throughout the school.
The new solution included:
Canon Multifunctional Printers
The upgraded Canon devices provide:
- Fast printing and scanning capabilities
- High-volume document handling
- Energy-efficient operation
- Advanced security features
- Cloud connectivity
- Enhanced reliability
Staff can now print, copy, scan and share documents quickly and efficiently from a single device.
PaperCut Managed Print Software
To maximise savings and security, PaperCut MF was implemented across the school.
Key features include:
Secure Print Release
Documents are only released when users authenticate at the device using a PIN, swipe card, or login credentials.
Benefits include:
- Reduced waste from uncollected print jobs
- Protection of confidential student and staff information
- Compliance with data protection requirements
- Improved print accountability
Print Tracking and Reporting
PaperCut provides detailed insights into:
- Departmental print volumes
- User printing habits
- Printing costs
- Environmental impact
This allows school leaders to make informed decisions and identify additional opportunities for savings.
Print Rules and Cost Control
Automatic print rules help reduce unnecessary printing by:
- Encouraging duplex (double-sided) printing
- Restricting colour printing where appropriate
- Monitoring excessive print usage
- Reducing paper consumption
The Results
Following the deployment of the new Canon print solution and PaperCut software, the school achieved:
Significant Cost Savings
By consolidating devices and implementing print management controls, the school reduced:
- Toner expenditure
- Paper consumption
- Maintenance costs
- Energy usage
The result was a substantially lower total cost of ownership and a clear return on investment.
Increased Productivity
Staff now benefit from:
- Faster print and scan speeds
- Reduced downtime
- More reliable devices
- Streamlined workflows
Teachers and administration teams spend less time waiting for documents and more time focusing on education.
Improved Security
With PaperCut Secure Print Release, confidential documents are only printed when staff are physically present at the device.
This helps protect:
- Student records
- Exam materials
- Personnel documents
- Financial information
Reduced Environmental Impact
The combination of modern Canon technology and managed print controls has resulted in:
- Less wasted paper
- Lower energy consumption
- Reduced toner usage
- More sustainable printing practices
Why Schools Are Investing in Managed Print Services
Many schools are discovering that managed print services offer a simple way to reduce operational costs while improving performance.
Benefits include:
- Lower printing costs
- Improved document security
- Simplified printer management
- Better reporting and visibility
- Reduced environmental impact
- Latest Canon print technology
- Ongoing support and maintenance
Whether your school has a small number of devices or a large multi-site print environment, a managed print solution can deliver immediate and long-term savings.
Looking to Upgrade Your School Printers?
If your school is:
- Spending too much on printing
- Experiencing frequent printer breakdowns
- Looking to improve document security
- Considering a Canon printer upgrade
- Interested in PaperCut Managed Print Software
- Seeking to reduce paper and toner costs
Our team can help.
Contact Us Today
Speak to our education print specialists to arrange a free print assessment and discover how much your school could save.
📞 01254 261173
We provide Managed Print Services for Schools, Canon multifunction printer solutions, secure printing systems and PaperCut software throughout the UK.
Call 01254 261173 today to find out how your school can reduce printing costs, improve efficiency and future-proof its print infrastructure.
