Digital technology in your estate
Considering digital technology requirements alongside your estate management.
Working with your senior leadership team’s digital lead and IT support, your school can develop a digital strategy that plans, uses and implements technology effectively. For further support, refer to the digital standards.
Network switches and data cabling are essential for all digital technology.
Using switches or cabling that is out of date, poorly set up, or not suitable for educational settings can lead to:
- technology not being used effectively, or to its full potential
- an increased risk of a cyber security breach
- higher consumption of energy
Data cabling requirements
Your senior leadership team (SLT) digital lead, along with IT support, should review data cabling across your whole site to establish what you have in place. Consider the following factors and plan for replacement cabling when appropriate:
- age – older cabling may not meet current standards
- compatibility between equipment and cabling
Replacement of data cabling can be complex and costly. You should consider replacing cables if there are plans to refurbish a building that has older cabling, or if you are upgrading your wifi or CCTV.
Data cabling between buildings
You can connect buildings on the school estate with wired connections using either fibre-optic or copper cables. This should meet the digital technology standards for network cabling.
Copper cabling can be used for short distances of up to 90 metres, for example between temporary buildings.
Fibre optic cabling allows for faster transfer of data, with practically no risk of interference that could slow network performance. They can be used for:
- connecting buildings which have important systems, or a large of number of wireless or data points
- distances over 90 metres between buildings
When connecting buildings, you should have diversely routed connections. This means using two connections with different routes from one building to the other, which provides business continuity if one connection fails.
Both fibre and copper connections should be installed in underground ducting, although if this is not practical, it can be installed using armoured or overhead wiring.
To prevent damage or interference, copper cabling should:
- have electrical isolation to protect against lightning strikes
- not share ducting or overhead wiring with power cabling
Network switch requirements
Your SLT digital lead, with IT support, should review the network switches across your estate to check if they are meeting your needs. Make sure that network switches:
- are still under warranty
- still receive security updates from the manufacturer, to reduce cyber security risks
- are designed for professional rather than home use
- have their settings and set-up backed-up, documented and kept up to date
Buying new network switches and data cabling
When buying network switches or cabling, make sure that your requirements meet the digital technology standards for schools and colleges. You should follow appropriate procurement procedures when buying new equipment. For more information on procurement, refer to:
Your wireless network (wifi) must meet the needs of all students and staff to ensure:
- teaching and learning are not interrupted by poor connectivity
- technology can be used to its full potential throughout the school and administrative areas
- your network and connectivity are cyber secure
- energy consumption is minimised
For further information, refer to the digital technology standards on:
- wireless networks
- cyber security for further information
Wifi requirements
Make sure your wifi meets your needs, and is:
- providing adequate coverage in all areas of the school or college, including external spaces, where needed
- still in warranty
- still receiving security updates from the manufacturer
- designed for professional rather than home use
- set to turn off during long periods of inactivity, to reduce energy consumption
Your SLT digital lead, with IT support, should regularly review the wifi across your estate and check it is meeting your needs.
Wifi coverage
You need to ensure that you have suitable wifi coverage across your buildings (and outside, if needed). Your IT support should be able to provide advice and create a wireless heatmap to show how well your buildings are covered by wifi.
You will need multiple wireless access points throughout your buildings to provide enough coverage. The number you will need will depend on:
- the number of users in one room
- the construction of the building
- the building layout
- installation height
To get best coverage inside buildings, you will generally need:
- at least one wireless access point for every classroom, depending upon the number of devices being used
- at least 2 wireless access points in halls
- additional wireless access points to cover admin areas, reception areas, libraries, and some corridors
In some areas, such as sports halls, you may need to have a protective hard plastic cage or cover over wireless access points.
If you need wifi coverage outside, talk to your IT support provider. You will need external wireless access points mounted at height on buildings.
Buying new wifi
When buying wifi, your specification should meet DfE’s digital and technology standards for wireless networks. Ask IT support to check if your existing hardware (such as cabling and network switches) is suitable for the planned new wifi. If you need to upgrade this equipment, make sure that your specification also meets the relevant standards for cabling and network switches.
When buying new wifi, consider asking potential suppliers to include a simple wifi site survey in their proposal.
You should follow appropriate procurement procedures when buying new wifi or other equipment. For more information, refer to:
With the increased use and reliance on tools and services that use the internet, you should manage your internet connection as you would any other utility.
Broadband can be delivered by various technologies. Most commonly this will be through:
- full fibre-optic connections – leased lines or fibre to the premises (FTTP)
- a combination of fibre-optic and copper, known as fibre to the cabinet (FTTC)
- other technologies, which may include 5G mobile data or satellite
Schools and colleges should aim to have full fibre-optic connections, where possible. This should provide the capacity, speed and flexibility to accommodate future requirements.
Getting the fastest speed available to you has a wide range of benefits, including:
- enabling teachers to have the confidence to make full use of online resources as part of teaching and learning
- help to save money by using cloud-based solutions instead of services hosted onsite
The digital technology standards on broadband has further information.
Broadband requirements
Contracts
Broadband contracts typically range from 1 to 3 years. If you want flexibility, such as increasing bandwidth during the contract term, ensure this is possible without additional charges. Ensure contract renewals are discussed with governors at least 6 months before contract renewal, as the lead time for new installations can be significant.
Usage
You should ask your service provider for statistics on your current usage. Review your current usage and consider your future needs for the next 3 years. You should consider your broadband capacity in line with your organisation’s digital technology strategy. For example, if you are planning to use more cloud services, you should make sure you have sufficient broadband capacity. You should also include other services such as IP telephony, CCTV, alarms and building management systems as part of your capacity requirements.
Installing a new service
When installing broadband cabling, work with the supplier to ensure it is installed in the right place, at the right time and can be used by alternative providers in the future.
The installing supplier will conduct a site survey and arrange any permissions required to dig outside your boundary.
Dependencies to good bandwidth across the site
Users may experience slower than expected internet across the site due to poor cabling, switches or wifi.
Buying new broadband
When buying broadband, make sure that your requirements meet the digital technology standards. You should follow appropriate procurement procedures when buying a new service. For more information, refer to:
Make sure servers are in a dedicated and secure room, or space that is not used for any other purposes, including storage.
It should meet the size and circulation requirements set by the Health and Safety Executive (HSE) and British Standards. A room for a single server cabinet should:
- have a depth (for a 1000mm deep cabinet) – 3.4m
- have a width (for an 800mm wide cabinet) – 2.2m
- include circulation space around the cabinet of at least 1.2m
For each additional equipment cabinet, use the same minimum depth and increase the width by 0.8m, leaving 1.4m to the side wall.
Example
A 2 cabinet room would need:
- a depth of 3.4m
- a total width of 3m, including 2.2m for one cabinet and an additional 0.8m for the second cabinet
The space should also:
- have active equipment mounted or stored in secure cabinets so that no unauthorised person can tamper with them
- be free of flammable items, such as paper, boxes, clothing, solvents, or chemicals
- have a dedicated power supply that can meet or exceed current demand (this must be an isolated uninterruptible supply, to prevent server or storage outages for key equipment)
- have sufficient cooling or mechanically assisted ventilation to keep server equipment within manufacturers’ recommended temperature guidelines
The space should not:
- contain battery powered digital technology, other than an uninterruptible power supply, due to potential fire risk
- be accessible through a window or directly from a classroom, to reduce the risk of theft and for cyber security purposes
- be used to store any liquids
Other potential risks to consider include:
- water ingress from any source, including leaking pipework, toilets, heating systems
- dust from building work
- other plant and machinery
For new school buildings, there is a detailed specification for server and hub rooms in section 4.2 of the generic design brief.
Find out more about digital technology standards for servers and storage.
CCTV is used internally and externally throughout schools and colleges to help with physical security and pastoral support of students and staff.
You may need to consult an independent security expert when installing or amending CCTV systems to make sure that:
- the secure line, building perimeter and obscured areas are covered
- internal high-risk areas are covered
- alerts are received in a way that is timely and useful
- the solution is suitable for the site and need
The current standards for CCTV in new school buildings are listed in section 4 of the generic design brief. Refer to them when planning new CCTV systems.
Recording and storage
CCTV cameras should have at least a 1080p resolution and 15fps video rate. External cameras should also have at least IP66 waterproof rating and infrared night-time capability. Cameras should be IP-based and securely connected to the school or college’s network.
CCTV images should be recorded onto dedicated IP-rated network video recorders (physical or server), or a secure cloud service which is appropriate to the number of cameras in place. You should consider how and when you will back up CCTV data. Given that video files can be very large, you may wish to time-limit how much video you store for each camera.
CCTV monitors and reviewing of CCTV images should not be in public view. Images should be available to download securely to support any police investigation.
Data protection
The use of CCTV must comply with data protection legislation, as it involves storing and processing the personal data of individuals. As well as students and staff, this also includes any visitors to the site.
You should work closely with your data protection officer, who can provide advice and guidance on how to safely capture, store and use CCTV data.
The Information Commissioner’s Office has published guidance on handling personal information for CCTV and video surveillance.
You can support the physical security of sites with access control, using electronic locking for doors and gates.
When planning for new access control systems, refer to the current standards for access control in new school buildings in section 4 of the generic design brief.
Types of access control
There are different types of access control. Some are standalone and others are hard-wired into the network. Access control is usually linked to electronic locking systems.
PIN pad
Numerical keypads are simple and effective. However, it is possible to give away the PIN code if someone using it is watched, or from the wear pattern on the number keys over time. PIN pads can be used when you do not need to have different access levels for different groups.
Card or token access
A contactless solution using cards or tokens can be relatively low cost and effective. However, you will need to have processes to manage cards or tokens that are lost, stolen or left at home. This solution can be used when you need to have different access levels for different groups of people.
Biometric
Biometric scanners use fingerprint, face, or iris scans to identify individuals. As this involves personal information, you must ensure that use of biometric data complies with data protection legislation. DfE’s guidance on protection of children’s biometric information in schools contains more information.
Visitor management control
Digital visitor management systems should be used in the reception area, providing a digital record of who is on site and their agreement to policies such as safeguarding. Any sign-in screens should meet accessibility needs.
Access control in an emergency
Access control systems and locks need power to work, either from a mains adaptor or powered network cable. Systems should work effectively in an emergency and should be usable during a power cut. The system should also be designed so that, in the event of a fire alarm, the access control system is over-ridden to allow people to evacuate.
Buying access control systems
The British Security Industry Association (BSIA) has published a basic user guide to access controls. which may help you find the best solution for your premises.
The National Security Inspectorate (NSI) has an approval scheme that audits suppliers to ensure they meet British and international standards. You can find NSI approved suppliers on their website. They also have a code of practice for registered suppliers.
Schools and colleges should have an active telephone service during operational hours. This can be either analogue, using the copper telephone network, or digital, using an internet connection (also known as voice over IP or VoIP).
By the start of 2027, all analogue phone services need to be transitioned to digital.
Retirement of analogue phone lines
Telecoms providers are replacing the technology used to connect landline telephone services. The analogue copper network, also known as the Public Service Telephone Network (PSTN), will be switched to digital.
Telecoms companies will contact their customers ahead of the migration taking place. If you have an analogue landline, you should start looking at digital alternatives so you can prepare for the new service as soon as possible. Talk to your provider for advice on transitioning from your analogue line.
Alarms, such as fire, burglar and lift alarms, often rely on analogue connections. It is important to check whether these will need to be updated.
There is more information on the UK transition from analogue to digital landlines.
Retirement of 2 and 3G
The mobile industry plans to retire both 2G and 3G networks by 2033, at the latest. Some mobile network operators have already started to switch off 3G networks. EE, Vodafone, and Three plan to retire 3G in 2024. Virgin Media O2 plans to do so in 2025. There is no current timescale for the 2G switch off, but it is anticipated to be done by 2033.
Some alarms and controls may use the 3G network for communication. Also, consider if 3G is used in your wider school or college operations just as mobile phones. The House of Commons library document contains more information about switching off 2G and 3G in the UK.
Digital phone lines
A digital telephone service, also known as voice over IP (VoIP), will provide you with flexibility. Phones can be set up near wireless access points rather than relying on old-style telephone sockets.
It is possible to change and manage settings remotely, if you have cloud or on-premises hosting. Ask your internet provider about ‘quality of service’ (QoS), which helps to ensure you have a consistent, good quality phone service by keeping phone traffic separate from everything else on your network.
Digital phone handsets need mains power or power over ethernet ports to work. This means that your phone service may not work during a power cut. To prevent this, you should have a backup power service, using an uninterruptible power supply and cellular signal.
VoIP system specifications are listed under section 4.8.6 of DfE’s generic design brief.
Digital technology can consume up to 15% of school energy costs. Typically, the devices that have the highest energy consumption are, in decreasing order:
- desktop computers and laptops – usually because there are a lot of them
- audio-visual devices used for teaching, such as projectors and interactive screens
- wireless access points
- servers and network devices
See DEFRA’s guidance on sustainable ICT for further information about best practice.
Reducing energy consumption for digital technology
Most digital technology has a low power mode to reduce energy consumption. Ensure your devices have their energy saving settings switched on, with support from your IT team, if needed.
You may also want to include IT in your sustainability policies or climate action plans. This will help raise awareness and empower students and staff to take action.
Other sustainability measures
As well as saving energy, there are other ways of reducing your carbon footprint, such as:
- reusing digital technology for other purposes rather than recycling it
- buying remanufactured digital technology – this should still meet laptop, desktop and tablet minimum requirements
- keeping waste packaging and e-waste to a minimum and ensuring that any digital technology that is no longer needed is recycled through a recognised recycling centre, with certificates of destruction
- buying more sustainable digital technology devices, for example, devices have an Energy Star or EPEAT certification (this can be confirmed with suppliers)
- following the government buying standards for ICT
Refer to the relevant digital technology standard for further information about ensuring digital technology is energy efficient and disposed of sustainably.
For more information about procurement, refer to buying goods, works and services.