Managed Print Services for Schools

Reliable, secure and properly budgeted print for primary schools, secondary schools, academies and multi academy trusts. Devices that cope with September, exam season and the last week of term, on a contract a school business manager can sign off with confidence.

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SETTINGS
Primary, secondary, academies and trusts
PROCUREMENT
DfE framework and tender ready
DEVICES
Fujifilm and Develop
PRINT MANAGEMENT
PaperCut secure release and quotas
Budgeted
One fixed monthly cost for devices, service, toner and software
Secure
Card release and audit trails for safeguarding and exam papers
Term ready
Fleets sized for September and exam season, not the quiet weeks
Compliant
GDPR, DfE buying guidance and secure disposal covered

Schools print more than almost any other kind of organisation and usually with the least control over it. Worksheets, letters home, safeguarding records, exam papers, SEND resources and the endless admin behind all of it come off a fleet of devices that has grown a printer at a time, bought by different people, on different contracts, with toner ordered whenever someone notices it has run out.

Our managed print service for schools replaces that with something a school business manager can actually manage. We audit every device, design a fleet that fits the site and the timetable, install Fujifilm or Develop machines with PaperCut secure release and pupil quotas, and then run the whole thing for one monthly figure. Toner arrives before it is needed, faults are caught remotely and engineers come out from Bedford when they are needed.

CopyBox Document Systems is a family run, award winning business established in 2017 on more than 30 years of industry experience. We already support schools across Bedfordshire, Buckinghamshire, Northamptonshire and Hertfordshire, we are an authorised Fujifilm and Develop reseller and a PaperCut partner, and we understand how school procurement, budgets and term dates work.

A printer that fails on the first morning of exams is not an IT problem. It is a safeguarding, timetable and reputation problem all at once.
Free print audit across every classroom, office and staffroom
Procurement support for DfE frameworks and tenders
Secure release, pupil quotas and department reporting
Installation planned around holidays and term dates
DEVICES SIZED FOR THE SCHOOL DAY, NOT THE CATALOGUE
Where managed print makes the biggest difference in a school

Every school has the same handful of print pressure points. We have written a guide for each of them.

Procurement and tenders

Buying print the way the DfE expects, with a compliant process, a clear specification and a tender you can defend to governors and auditors.

Turning an unpredictable pile of toner invoices and repair bills into one line in the budget, with reporting by department so you can see where the volume goes.

Keeping pupil records, safeguarding notes and staff data off the output tray and off the hard drive of a device that leaves the building.

One standard, one contract and one set of reports across every school in the trust, with a fleet that grows as new schools join.

Print that serves the classroom rather than getting in its way, including large print and accessible resources for SEND pupils and less waste without fewer resources.

Secure printing of exam and assessment materials, and a fleet that copes with September, mock season and the last fortnight of term without falling over.

School business managers do not get to buy print the way a private company does. Thresholds, frameworks, comparable quotes and a paper trail all matter, and a supplier who understands that saves you weeks. We work within DfE buying guidance and the recognised frameworks, we can respond to a formal tender and we will help you write a specification that compares like with like rather than one that quietly favours a particular brand.

If you are not sure what to ask for, our tender checklist sets out the questions that separate a good managed print agreement from an expensive one, from meter reading terms and minimum volumes to what happens to the devices and the data when the contract ends.

Procurement guides
What School Business Managers Should Look for in a Managed Print Provider
Managed Print Services Tender Checklist for Schools
Managed Print and DfE Buying Frameworks for Schools
The Complete Guide to Procuring Managed Print Services for Schools
ONE CONTRACT, ONE MONTHLY FIGURE, ONE PHONE NUMBER
The best print contract a school can have is the one nobody in the office has to think about between September and July.
What managed print costs a school and what it replaces

The honest answer is that it usually costs less than what you are spending now, because most of what you are spending now is invisible. Everything below is covered by one monthly figure.

INCLUDED WHAT IT REPLACES WHAT IT MEANS FOR THE SCHOOL
Fujifilm and Develop devices A mix of ageing copiers and desktop printers bought at different times Fewer, newer, faster devices placed where teachers actually are
PaperCut secure release and quotas Uncollected print, pupil misuse and no idea who printed what Card release, pupil quotas and reporting by department
Automatic consumables Emergency toner orders and a cupboard full of the wrong cartridges Toner arrives before it runs out, at contract price
Remote monitoring and engineers Ad hoc call outs and a printer down for a week in exam season Faults caught early, Bedford based engineers when needed
Reporting Guesswork at budget setting time Volumes and costs by site and department for governors and the trust
Secure disposal Old devices leaving with pupil data on the hard drive Certified wiping and recycling with paperwork for your records

STANDARD SCOPE OF A COPYBOX MANAGED PRINT AGREEMENT FOR SCHOOLS

We visit during the school day, count every device, take the meter readings and look at how staff and pupils actually print. You get a clear picture of cost, waste and risk, plus a proposal you can take to governors, with no obligation.

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Trusted by schools. Five star reviews from primaries and secondaries across the region.
Holiday installs. Delivery and setup planned around term dates so teaching is never disrupted.
Family run since 2017. Built on more than 30 years of industry experience.
A tree per printer. Planted at the Forest of Marston Vale for every device we supply.
Print security, GDPR and safeguarding

A school printer handles some of the most sensitive documents in the building. Pupil records, safeguarding referrals, SEND plans, staff HR paperwork and exam papers all pass through it, often on a shared device in a corridor or a staffroom. Left unmanaged, that is a GDPR exposure and a safeguarding one.

Secure release holds every job until the member of staff taps their card at the device, so nothing is left on the tray for a pupil or a visitor to pick up. Print logs show who printed what and when. Encrypted storage and certified data wiping mean an old copier never leaves the school with years of documents still on its hard drive. Exam and assessment materials can be restricted to named staff and specific devices.

Four stages, planned around the school calendar. Most schools go live over a holiday so nobody notices the changeover except that the printers work.

We visit during a normal school day, map every device, its volumes and who uses it, and look at how print flows between classrooms, offices and the reprographics room.

A right sized fleet with secure release and quotas specified, priced as one monthly figure and presented in a form governors and the trust can approve.

Devices delivered, connected and configured with your IT provider, staff cards enrolled and old devices removed and wiped, all before the first day back.

Remote monitoring, automatic toner and engineer visits when needed, with termly reporting so budget setting is based on real numbers.

A trust inherits a different print setup with every school that joins. Different brands, different contracts, different end dates and no way to compare cost per site. Managed print is how a trust turns that into one standard.

We consolidate onto common devices and a single agreement, roll secure release and reporting out across every site and give the central team one view of volumes and cost by school. When a new school joins, it comes onto the same terms without a fresh procurement exercise, and when the trust grows the fleet grows with it.

Managed print is often sold to schools as an admin saving. The bigger win is in the classroom. Teachers get reliable devices close to where they teach, large print and accessible resources for SEND pupils come off the same machines without a special order, and pupil print quotas stop the waste without stopping the learning.

Because the fleet is sized for the busy weeks rather than the average, it copes with September, mock exams and the end of term without queues at the one machine that still works. And with fewer, more efficient devices, secure release removing uncollected jobs and scanning replacing photocopying where it makes sense, most schools cut their paper use noticeably in the first year.

Classroom and sustainability guides
How Managed Print Supports Teaching Not Just Administration
Accessible and Large Print Resources for SEND Pupils
Pupil Print Quotas and Cost Control in Schools
Reducing Paper Waste in Schools Without Affecting Learning
Managing Term Time Print Demand and Seasonal Peaks
Managed print for schools, common questions
Can we buy through a DfE approved framework?
Will the installation disrupt teaching?
Can pupils be given print quotas?
How do you keep exam papers secure?
What happens to pupil data on the old copiers?
Does one agreement cover every school in our trust?
FROM THE MANAGED PRINT SERVICES FOR SCHOOLS GUIDANCE LIBRARY
START HERE
The Complete Guide to Procuring Managed Print Services for Schools
READ GUIDE
COST
How Much Do Managed Print Services Cost for Schools
READ GUIDE
DATA PROTECTION
GDPR and Managed Print Services for Schools
READ GUIDE
TWENTY TWO GUIDES FOR SCHOOL LEADERS
Browse the Managed Print Services for Schools Guidance

Plain answers on procurement, frameworks, cost, GDPR, exam security, multi academy trusts, SEND resources and term time demand, written for school business managers, trust leaders and heads.