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Managed Print Services Cambridge
Managed print for the science parks, labs, spinouts, colleges and professional firms that make up Silicon Fen. Devices sized to your work, secure release that protects unpublished results and a Bedford based team that treats Cambridge as home turf.
Cambridge does not print like other cities. The documents coming off a device on Cambridge Science Park, at Granta Park or in a college office are often the kind that matter enormously if they end up in the wrong hands. Grant applications, patent drafts, trial protocols, lab notebook pages, tenders and exam scripts. The print fleet behind them is frequently an afterthought, bought piecemeal as a company grew and now costing more in toner and lost time than anyone has measured.
Our managed print service for Cambridge is built for that mix of high confidentiality and fast growth. We audit what you have, right size it, install Fujifilm or Develop devices with PaperCut secure release and then run the whole thing for one monthly figure. Consumables arrive before they are needed, faults are picked up remotely and when an engineer is required they come out from our Bedford base rather than a national depot.
CopyBox Document Systems is a family run, award winning business established in 2017 on more than 30 years of industry experience. We are an authorised Fujifilm and Develop reseller and a PaperCut partner, and we already support organisations across Cambridgeshire, Bedfordshire and the surrounding counties.
- Secure release protecting pre patent and pre publication documents
- Terms that flex as a spinout or lab grows
- Engineers covering the city and the Silicon Fen cluster
- Print reporting by grant, project or cost centre
Managed print for the organisations that make up Cambridge
Each part of the Cambridge economy prints differently and answers to different rules. We have written a dedicated guide for each one.
Science and technology parks
Multi tenant buildings on Cambridge Science Park, St John’s Innovation Park, Granta Park and the Biomedical Campus. Shared devices by floor, follow me printing across sites and cost reporting per company or department.
Managed print for science parksLife sciences and biotech
Regulated environments where batch records, SOPs and trial documents must be controlled and traceable. Secure release, print logging and devices that suit clean and wet lab areas.
Managed print for life sciencesResearch institutes and labs
Institutes and laboratories printing protocols, results and posters alongside grant admin, often across several buildings on one campus. Reliable devices and one supplier for everything.
Managed print for research labsStartups and university spinouts
Companies moving from an incubator desk to their own unit and growing quickly. No capital spend on hardware, upgrades without penalties and terms that move with headcount.
Managed print for startups and spinoutsProfessional and IP services
Patent attorneys, law firms, accountants and consultancies where client confidentiality is the whole business. Card release, secure disposal and clear audit trails.
Managed print for professional servicesColleges and academic departments
Listed buildings, narrow staircases, term time peaks and a mix of staff and student printing. Devices chosen to fit the space and agreements that suit college budgeting.
Managed print for collegesPrint that protects your intellectual property
The commonest leak in a research organisation is not a hack. It is a draft claim set, a results summary or a term sheet collected off a shared printer by the wrong person, or a decommissioned device that leaves the building with years of documents still on its hard drive.
Secure release holds every job until the sender authenticates at the device with a card or PIN, so nothing prints unattended. Encrypted storage and certified data wiping at end of term mean the device itself never becomes the weak point. Audit logs show who printed what and when, which is exactly the evidence an ISO 27001 assessor, a licensing partner or a due diligence team will ask for.
For firms in the city’s historic core, where offices sit in shared listed buildings with communal corridors, that same discipline keeps client documents off the landing.
Onsite support across Cambridge and the Silicon Fen cluster
Cambridge’s science economy is spread across a wide area, from the city centre out to the campuses and market towns of South Cambridgeshire. Our engineers cover all of it from Bedford, so a fault at Babraham or Melbourn gets the same response as one on Hills Road.
Devices are monitored remotely and toner ships automatically, which removes most of the reasons anyone would ever need to call. When you do, you reach a person in our Bedford office who knows your account and can get an engineer moving straight away. City centre sites with restricted access or permit parking are handled as a matter of routine.
Areas we support
- Cambridge city centre
- Cambridge Science Park
- St John’s Innovation Park
- Cambridge Biomedical Campus
- Granta Park and Babraham
- Wellcome Genome Campus
- Melbourn and Royston
- Cambourne and St Neots
- Ely and Huntingdon
- Newmarket and Saffron Walden
Nothing prints until the person who sent it is standing at the device. That is the whole point.
What a Cambridge managed print agreement covers
One monthly figure for everything below. No toner invoices, no call out fees and no capital tied up in equipment that will be out of date before the lease ends.
| Included | What it means in practice | Most relevant to |
|---|---|---|
| Fujifilm and Develop devices | Multifunction printers specified for your volumes and spaces, from a compact unit in a college office to a fleet across a campus | Every setting |
| PaperCut secure release | Jobs held until a card tap or PIN, with logging and reporting by user, project or cost centre | R&D, IP and professional services |
| Encrypted storage and data wiping | Device hard drives encrypted in use and certified wiped at end of term | Regulated and IP sensitive firms |
| Automatic consumables | Toner ordered and delivered before it runs out, with nobody keeping a stock cupboard | Labs and multi building sites |
| Remote monitoring and onsite engineers | Faults spotted early and fixed remotely where possible, with Bedford based engineers when not | Anyone who cannot afford a device down mid trial or mid term |
| Buy, lease or rent | Finance shaped around grant cycles, funding rounds or college budgets, including short term rental | Spinouts, new labs, colleges |
Standard scope of a CopyBox managed print agreement
Find out what your print is costing and what it is exposing
We visit your site, count the devices, take the meter readings and look at how documents actually move around your building. You get a clear picture of cost, waste and confidentiality risk, plus a proposal for a fleet that fits, with no obligation either way.
- Independent advice. Two manufacturer ranges, so the recommendation fits you rather than a quota.
- Family run since 2017. Built on more than 30 years of industry experience.
- Five star reviews. Rated by the businesses, schools and charities we support.
- A tree per printer. Planted at the Forest of Marston Vale for every device we supply.
Setting up a new Cambridge office or lab
Spinouts leaving the incubator, companies taking their first unit on a park and institutes opening a new building all hit the same problem. Print is needed on day one and is usually specified last. Here is how we make sure it is ready.
Size the fleet
Headcount, floor plan and the type of documents each team produces, including any lab specific needs such as label or barcode printing.
Brief the contractors
We give your fit out team and IT provider the power, network and positioning requirements for each device so nothing is missed.
Install and secure
Devices delivered, connected, configured with secure release and tested before staff arrive. Old devices collected and wiped if you are leaving another site.
Review as you grow
A check in after the first month, then regular reviews so the fleet keeps pace with the next funding round or the next building.
Print that supports Cambridge net zero commitments
Cambridge has some of the most demanding carbon targets in the country and the pressure runs through the whole ecosystem, from the university and the colleges down to the smallest spinout being asked about its footprint by investors and grant bodies.
Managed print helps in plain, measurable ways. A right sized fleet uses fewer, newer devices that draw less power on standby. Secure release removes the uncollected jobs that go straight to recycling. Scan to email and document workflows cut paper where paper was never needed. We report on volumes so the reduction goes into your sustainability statement as a number rather than a sentence, and we plant a tree at the Forest of Marston Vale for every printer we supply.
Managed print in Cambridge, common questions
Do you cover the science parks and campuses outside the city?
Yes. We support the city centre and the wider cluster including Cambridge Science Park, the Biomedical Campus, Granta Park, Babraham, the Wellcome Genome Campus and the market towns around them, all from our Bedford base.
How do you protect confidential research and client documents?
Every job is held until the sender authenticates at the device with a card or PIN, so nothing sits on the output tray. Device storage is encrypted, print activity is logged and hard drives are certified wiped when a device leaves. That combination is what most assessors and partners want to see.
We are a spinout with six people. Is managed print overkill?
No. A single well specified device on a flexible agreement usually costs less than the toner on a handful of desktop printers and it scales with you. When headcount doubles we swap or add devices without starting a new contract.
Can you work in listed college buildings?
Yes. We choose devices that fit the space and the access, plan delivery around porters and term dates and take care with floors, doorways and staircases. Many college and departmental offices are best served by compact devices rather than one large machine.
Can print costs be split by grant, project or cost centre?
Yes. PaperCut reports usage by user, department or project code, which makes it straightforward to allocate print to specific grants or client matters and to spot where volumes are drifting.
What happens to old devices when we upgrade or leave?
We wipe the hard drives to a certified standard, remove the devices and recycle them responsibly. You receive confirmation for your records so nothing leaves the building with your data on it.
Browse the Cambridge Managed Print FAQs
Straight answers on confidentiality, coverage, cost, new lab and office setup and net zero, plus guides for science parks, life sciences, research labs, spinouts, professional services and colleges.
Read the Cambridge FAQs