When it comes to managing school budgets, printing is often seen as a routine operational cost. But beneath the surface, the true cost of your print infrastructure can be far more complex. From consumables and servicing to energy use and IT support, the total cost of ownership (TCO) can quietly drain resources if left unchecked.
What TCO really means
The upfront cost of a printer is just the beginning. Studies show the lifetime cost of a device can be three times its purchase price once toner, paper, maintenance and energy are factored in (estimates based on Gartner research). According to a UK-wide study commissioned by Kami, schools spend an estimated £484 million annually on paper alone. For UK schools, this adds up quickly.
High-volume environments are especially vulnerable. Frequent colour printing, inefficient device placement and unmanaged usage all contribute to unnecessary spend. Add to that the IT burden, and the impact becomes even clearer.
Konica Minolta Business Solutions (UK) Ltd helps schools tackle these challenges head-on. With smart multifunctional devices from the bizhub i-Series and integrated print management software from PaperCut, schools gain the tools to monitor usage, enforce sensible print policies, and reduce waste. Secure release features and user-level tracking promote accountability, while administrators gain full visibility by user, department or device.
Energy efficiency and sustainability
Sustainability pressures are growing. The Sustainable Development Commission estimated that UK schools contribute around 8.5 million tonnes of CO₂ annually.
According to PaperCut, a significant portion of print jobs in schools go uncollected, contributing to unnecessary waste of paper, toner, and energy. Their reporting tools reveal that 20% of users often generate the bulk of this inefficiency.
Also, older print devices often draw more power and require frequent servicing, increasing costs and undermining sustainability goals. Konica Minolta’s latest devices are designed for low power consumption and eco-friendly operation, helping schools reduce energy usage and carbon output. Combined with PaperCut’s reporting tools, institutions can also simplify reporting, reduce admin time across IT and procurement teams, and support budget forecasting through reliable, real-time data.
By aligning print infrastructure with climate strategy goals, schools can reduce their environmental impact while promoting responsible practices.
Why Procurement Frameworks matter
Navigating procurement can be complex, especially when balancing cost, compliance and quality. Frameworks like the Crescent Purchasing Consortium (CPC) offer a trusted route to market, with vetted suppliers and competitive pricing. Schools benefit from simplified tendering, assured service standards and long-term value.
Earlier this year, CPC named Konica Minolta Best Large Supplier of the Year (for the second consecutive year) and recognised its commitment to equality, diversity and inclusion. Schools working with Konica Minolta through CPC gain not only cost-effective solutions but also expert support and seamless integration.
Making smarter choices for the future
Understanding TCO isn’t just about saving money, it’s about making smarter, more sustainable choices. With the right technology, support and procurement strategy, schools can transform their print environment into a model of efficiency. Konica Minolta is proud to support education providers across the UK in achieving these goals, helping them deliver high-quality outcomes with greater control and lower environmental impact.
Konica Minolta helped Windsor Academy Trust cut printer numbers, reduce costs and waste, and lower paper usage by 9%. Head of Information Technology, Dave Buckley commented, “Thanks to Konica Minolta, we’ve now consolidated printers and moved to PaperCut Hive, it’s a logical progression in meeting our sustainability targets.”
