From printing lesson plans and worksheets to producing exam papers and parent communications, schools rely heavily on the office photocopier every day. Choosing the right machine can improve productivity, reduce costs, and minimise disruption for staff.
With so many options available, finding the best school photocopier isn’t always straightforward. This guide explains what schools should look for when comparing photocopiers and multi-function printers.
Key Features Schools Need
High Print Volumes
Schools typically produce thousands of pages every month. A photocopier designed for education environments should comfortably handle heavy daily workloads without slowing down or requiring frequent maintenance.
Fast Scan-to-Email and Scan-to-Folder Features
Administrative teams increasingly digitise records, admissions paperwork, safeguarding documentation, and student information. Fast scanning capabilities on a photocopier can save hours of administrative time each week.
Secure Printing
Schools handle a significant amount of confidential information every day, including pupil records, safeguarding documentation, staff files, SEN reports, examination materials, and financial records. As a result, document security should be a key consideration when selecting a photocopier.
Modern photocopiers offer a range of secure printing features such as secure print release, where documents are only printed when the authorised user is physically at the device. This helps reduce the risk of confidential documents being left unattended on output trays and ensures schools remain compliant with data protection requirements. For larger schools and academy trusts, user tracking can also provide greater visibility over print usage across departments and locations.
Energy Efficiency
Choosing an energy-efficient photocopier can support a school’s sustainability objectives while also helping to lower running costs. Over the lifetime of a lease agreement, even small reductions in power usage can contribute to meaningful savings.
Many schools are also actively involved in environmental initiatives such as Eco-Schools, which promotes long-term, whole-school action for the environment and sustainability. Schools participating in Eco-Schools often look for practical ways to reduce waste, improve energy efficiency, and demonstrate environmental responsibility across their school.
If your school is not already involved, you can learn more about the programme at eco-schools.org.uk
Questions to Ask Before Choosing a Photocopier for Your School
- How many pages are printed each month?
- Do staff require colour printing?
- Does the machine need advanced scanning features?
- How many departments will be using it?
- What support response times does the supplier offer?
The best school photocopier is one that balances reliability, speed, security, and running costs. Comparing multiple suppliers ensures schools get the right machine at the best possible price.
Compare Photocopier Quotes for Your School Today and Find the Right Solution for Your Budget