In today’s education landscape, safeguarding student and school data isn’t just a legal obligation; it’s also a moral imperative. While schools have made strides in securing digital systems, one area often overlooked is print infrastructure. From attendance records to safeguarding reports, sensitive documents pass through school printers every day. Without proper controls, these can become a serious data protection risk.
According to the UK Government’s ‘Cyber Security Breaches Survey 2024 – Education Institutions Annex’, 71% of secondary schools and 86% of further education colleges identified a cyber breach or attack in the past year. These incidents aren’t limited to sophisticated attacks; they often stem from everyday vulnerabilities, including unsecured print environments.
GDPR and the print gap
Under the UK General Data Protection Regulation (GDPR), schools must implement “appropriate technical and organisational measures” to protect personal data just like any other business or organisation. Yet many institutions still rely on open-access printers, where documents can be left unattended or mistakenly picked up by the wrong person. This creates a clear compliance gap.
Secure print release - where users authenticate before collecting their documents - is a simple, yet powerful solution. It ensures that confidential materials, such as Individual Education Plans (IEPs) or safeguarding notes, are only accessed by authorised staff. Combined with audit trails, schools can track who printed what and when, supporting accountability and transparency.
Real-world risks in education
Imagine a safeguarding report left on a shared printer in a busy staff room. If seen by unauthorised eyes, it could breach confidentiality, damage trust, and trigger a reportable incident under GDPR. Equally, printed student reports, financial or internal reports contain sensitive data that must be tightly secured. These aren’t just hypothetical scenarios; they’re real risks faced by schools every day.
That’s why Konica Minolta, in partnership with PaperCut, is helping schools and academies take control of their print security. PaperCut’s print management software integrates seamlessly with Konica Minolta’s multifunction devices (MFDs), enabling secure print release, user authentication, and detailed reporting.
How Konica Minolta and PaperCut support schools
Together, Konica Minolta’s MFDs and PaperCut offer a number of key benefits for education. The Secure Print Release function, for example, ensures that staff must authenticate at the device before printing by using PIN codes or swipe cards, reducing the risk of data exposure. Every print job is logged to ensure a clear audit trail, helping schools meet GDPR requirements and investigate incidents. Added to this, User-Level Controls ensure that Administrators can set permissions by role, ensuring sensitive documents are only accessible to appropriate staff.
These solutions are already making a difference. Schools using Konica Minolta and PaperCut enjoy improved data protection and greater confidence in their safeguarding practices. Additionally, schools also benefit from centralised management of print policies, allowing IT teams to monitor usage, enforce quotas, and reduce unnecessary printing across departments.
Tackling security gaps
With nearly three-quarters of UK secondary schools experiencing cyber incidents, it’s time to treat print security as a frontline defence. By investing in secure, intelligent print solutions, schools can protect student data, comply with GDPR, and foster a culture of trust.
Konica Minolta UK is proud to support education providers in this mission. To learn more about how we can help your school or academy strengthen its safeguarding and data security, https://www.konicaminolta.co.uk/en-gb/industries/schools-academies/secure-school-printing
