Teachers and school administrators are under constant pressure to do more with less time. From managing teaching resources and assessment documents to maintaining student records and compliance requirements, document management remains a significant administrative burden for many schools.

These challenges were a major topic of discussion at EDUtech Australia 2026, the country's largest education conference and exhibition. Held in Sydney in June, the event attracted 8,017 attendees and 230 exhibitors, bringing together educators and technology providers to explore practical ways of improving teaching, learning and school operations.

What schools are looking for

When attendees were asked what issues they were looking to solve, the most common response was "Skilling teachers to thrive in digital education."

While digital learning continues to evolve, many schools are still grappling with the practical realities of managing information efficiently. Teaching resources, student work, administrative records, reports and compliance documentation all need to be stored, shared and accessed quickly and securely.

For teachers, every minute spent managing documents is a minute not spent teaching. For school leaders and business managers, inefficient processes can create unnecessary costs, increase compliance risks and make it harder to access important information when it is needed.

These were exactly the types of challenges being discussed with educators visiting the Toshiba stand throughout the event.

Reducing administrative workload

For teachers, every minute spent managing documents is a minute not spent teaching.

One of the key themes emerging from conversations at EDUtech was the need to simplify everyday administrative tasks.

With over 8,600 devices installed in more than 1600 schools and colleges, Toshiba has taken the time to understand what schools need to thrive in the digital age and to develop a digital ecosystem of tools. Some of those were demonstrated at the event. Toshiba showed  its latest print/copy/scan multifunction devices (MFDs), together with embedded applications from its Australian-developed Kōdo suite. Discussions centred on how schools could reduce the number of steps involved in everyday document workflows.

A common example is scanning and storing documents. In many schools, staff still scan documents, email them to themselves and then manually save them into the appropriate location. While each task may only take a few minutes, the cumulative impact across hundreds of documents can be significant.

‘PC-free’ scanning and printing

Kōdo for 365 helps streamline this process by connecting Toshiba MFDs directly to Microsoft OneDrive and SharePoint Online. Teachers and administrative staff can log in at the device and:

• Scan documents directly into OneDrive or SharePoint
• Preview files before saving them
• Print documents directly from cloud storage
• Access their files without returning to their computer

The result is a simpler workflow that reduces repetitive administration and saves valuable time.

Connecting documents to everyday workflows

Toshiba also demonstrated Kōdo for Teams, which integrates directly with the Microsoft Teams environments used by many schools.

The embedded app allows staff to scan documents directly into Teams channels and folders, convert paper documents into searchable digital formats and print files securely from within Teams.

The goal is not simply digitisation for its own sake, but making information easier to find, share and manage within the platforms teachers are already using every day.

As schools continue to increase their use of cloud-based systems, seamless integration between physical and digital documents is becoming increasingly important.

What educators told us

The technology demonstrations generated strong interest, with more than 150 educators visiting the Toshiba stand over the two-day event.

However, some of the most valuable insights came from listening.

Toshiba's education team spent time speaking with over 160 representatives from public and private schools, tertiary institutions and education associations about the document management challenges they face.

One recurring theme was the challenge of archiving and digitising large volumes of historical paper records. Many schools are looking for ways to make older information more accessible while reducing their reliance on physical storage.

Other common concerns included improving document security, simplifying administrative processes and ensuring information can be accessed quickly when needed.

While every school's environment is different, the challenges themselves were remarkably similar.

And while the stand showcased some of the latest developments in document digitisation, one of its most popular attractions was decidedly low-tech. Attendees were invited to guess the number of sheets in a stack of paper for the chance to win a gourmet coffee hamper, generating plenty of discussion and friendly competition over the two days.

Looking ahead

EDUtech reinforced that schools are continuing to invest in technology that supports both teaching and operational efficiency. While digital learning often attracts the headlines, many schools are also focused on the less visible processes that keep their organisations running effectively.

Whether it is reducing administrative workload, improving access to information or managing documents more efficiently, schools are looking for practical solutions that give teachers more time to focus on what matters most: teaching and supporting students.

And if the conversations at EDUtech were any indication, document management will remain an important part of that journey.