How Schools can reduce paper usage without data loss





Check the heartbeat of your school or institution to identify ways you can: Optimise Document Management and Print Infrastructure to improve Process Efficiency, Consolidate Infrastructure and Reduce Costs.

Many schools lose significant amounts of money and productivity each year just because their document management and printing processes aren’t optimised. Mike Dooner, Marketing Manager – Managed Content Services, Konica Minolta, said, “A health check will expose areas for improvement and highlight opportunities to save money.”

The first step is a detailed document management and print audit. This could highlight potential financial savings as well as opportunities for greater operational control, increased understanding of operational systems and cost drivers, and improved productivity.

Moving away from paper-based processes

The cost of time spent looking for documents or working on the wrong versions of documents adds up quickly. Mike Dooner said, “For every minute a teacher, lecturer or an administrator spend looking through filing cabinets for the paper-based documents they need, they are not adding value to students. Print costs account for 30% of total communications spending.”

Version control is also a significant issue for educational institutions. Students often waste time updating or working on documents that are outdated, simply because there was no clear way to tell that it was the wrong version. Many universities even report losing or accidentally destroying important documents or files.”

In classrooms, universities and libraries, document management can provide flexible, scalable ways to maximize the power of technology, reduce expenses, improve results and protect the environment.

Find and eliminate the hidden costs of inefficient print and printer fleet management

Many schools and institutions simply can’t accurately measure the true cost of managing this fleet. An unmanaged print environment can cost more than $650 per staff member per year, according to Gartner.

Mike Dooner said, “Managing a printer fleet effectively means being on top of things like: the age of the equipment; maintenance procedures; visibility into costs; having a fleet that is the right size; who to call for support; sustainability; mobility; and security.”

When schools have visibility into these issues, they can manage them more effectively, and achieve cost savings and other efficiencies. For many schools and universities, managed print services is the answer.”

Managed print services (MPS) essentially outsources printer fleet management to an expert. It can significantly reduce the time it takes to manage print devices, lower capital and operational costs by consolidating and streamlining printer fleets, and free the IT support team from printer-related enquiries.


By undertaking a health check today, schools can start saving money sooner. To find out more, visit

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Education Technology Solutions
Education Technology Solutions has been created to inspire and encourage the use of technology in education. Through its content, Education Technology Solutions seeks to showcase cutting edge products and practices with a view to expanding the boundaries and raising the standards of education curricula. It introduces teachers and IT staff to the latest products, services and developments in education technology with a view to providing practical how-to guidance designed to facilitate the integration of those products and services into the school environment in the most productive and beneficial manner possible.