10 Essential Secure Document Printing Solutions for Your Business

In today’s increasingly digital environment, protecting secure document printing solutions is more important than ever. Secure document printing solutions provide an efficient method of safeguarding sensitive information from unauthorised access.

These solutions employ the most sophisticated encryption and authentication technologies available. This allows you to easily control, track, and access printing jobs all while protecting your sensitive data.

Secure document printing solutions ensure confidentiality and compliance with regulations and best practices. This method greatly increases the likelihood of maintaining a secure data breach free environment.

From SMBs to the enterprise, adopting secure document printing solutions will help protect your operations and information while streamlining productivity. In this post, learn about practical strategies and technologies that turn secure printing into a critical component of today’s smart business operations.

Learn how these solutions can fit into your current workflow for a more secure printing ecosystem.

1. Secure Print Release Systems

Secure Print Release Systems increase document security by making sure only verified users can get their prints. By implementing secure print release systems, documents are kept secure until the intended user verifies their identity. This per-user, per-device approach prevents unauthorized access.

This is especially important as 61% of organizations stated they have lost data connected to printing over the last year. Pull printing technology enhances security by storing print jobs in a secure queue. It simply holds the documents and only releases them when the user is physically present.

This great feature completely mitigates the risk of having documents left on the printer. Delegated printing enables authorized users to print on behalf of others, enhancing operational efficiency without compromising on security.

By having print logging and tracking, you get the transparency needed to keep an eye on who is accessing documents. With Pharos Secure Release, organisations can remove costly print servers, removing the malware attack surface.

2. Encrypted Document Printing

Encrypted Document Printing keeps sensitive information extremely secure with advanced encryption protocols in-transit and at-rest. By implementing these protocols, print jobs are protected from interception, which means sensitive data is only available to trusted parties. This method takes the long view on security breaches, employing robust encryption features to ensure unauthorised users cannot access print jobs.

For example, if a company is printing highly confidential financial reports, it can trust that encrypted printing will ensure sensitive data doesn’t fall into the wrong hands.

To protect your sensitive information, all printed documents are automatically encrypted. This safeguard is in place from the time you click print until the last page is printing.

Adding secure sockets layer (SSL) technology increases security dramatically. It encrypts the data path, providing even another layer of security. SSL literally keeps sensitive documents, such as patient files in hospital, locked from prying eyes.

It makes sure these documents are protected while they’re being printed.

3. User Authentication Solutions

User Authentication Solutions provide an effective solution to guarantee safe document printing. The system further improves safety and security with the use of a variety of user authentication solutions. These can be PIN codes, smart cards or biometric scans.

This method keeps only approved individuals able to see and release print jobs. Providing a layer of security with advanced user authentication solutions verifies a person’s identity before they’re able to print any document. This stops unauthorized entry and secures private information.

Providing an extensive range of authentication methods accommodates various user needs and preferences. This flexibility would go a long way to making the system more user-friendly. One user may want a PIN code for immediate entry. A more security-conscious user might opt for biometric scans.

Periodic refreshes to authentication methods are a must. They combat developing cyber security risks, making sure the system is always secure. Staying ahead of the most recent security methods ensures that the trust and integrity consistently expected in the printing environment is upheld.

4. Mobile Printing Security

Beyond keeping mobile printing security top of mind, developing security print solutions is important to safeguard sensitive documents that may be printed from mobile devices. Implementing mobile authentication solutions makes it easy to ensure only authorized users receive sensitive print jobs. Technologies such as PrinterLogic, for example, enable authentication no matter what device is used, ensuring information security is preserved.

Implementing visibility into mobile printing traffic will help your organization stay ahead of vulnerabilities. With almost 30% of large enterprise employees now being contingent, security threats are increasing. With Secure Off-Network Printing, employees have the flexibility to send confidential documents securely off network without using email, enhancing the overall document lifecycle management.

Educating users about mobile printing security best practices and risks they may encounter is crucial. More importantly, employee-owned printers represent a major risk, so deploying MDM solutions is a critical step to controlling access to corporate assets and ensuring compliance with security measures.

Employing encrypted protocols such as SSL/TLS maintains confidentiality when transmitting data. Secure printing is consistent with Zero Trust principles. Secure printing PrinterLogic with Secure Release Printing provides a more secure mobile printing experience, reinforcing the need for advanced security measures in the print environment.

5. Print Job Auditing Tools

Implementing print job auditing tools is essential for monitoring and maintaining a record of all printing activities in your organization. This proactive approach helps ensure that sensitive documents are not printed unnecessarily, thereby enhancing information security. Tools like Pharos Secure Release seamlessly integrate into multifunction print management solutions, providing a consistent and secure user experience for businesses.

Eighty percent of organizations report facing security breaches due to unsecured print jobs. Auditing tools are vital for identifying these threats and implementing effective security measures. By utilizing print volume analysis and examining usage patterns, organizations can identify trends and optimize their managed print services.

Creating a comprehensive checklist for each audit ensures adherence to security policies. With robust reporting features in place, organizations can gain visibility into printing costs and resource usage, which allows them to reduce waste and avoid unnecessary expenses. Advanced security measures, such as SSL and TLS encryption, guarantee that your data remains safe during transit.

These practices assist organizations in fulfilling regulatory obligations, including the Data Protection Act 2018, while ensuring the integrity of their document lifecycle.

6. Data Loss Prevention Software

Next, implementing advanced security measures like Data Loss Prevention (DLP) software should be a priority for protecting sensitive documents. Most importantly, it continuously tracks and manages the printing of confidential data. By setting up rules within DLP systems, businesses can block unauthorized documents, greatly increasing document security.

As an example, Digital Guardian by Fortra can perform DLP on endpoints, networks, and cloud apps. Training employees on the proper steps to take to protect data is imperative, as they need to grasp how DLP fits into the larger information security picture.

Additionally, Forcepoint provides a 30-day free trial, allowing you to explore its capabilities. Regular policy updates keep you in line with changing regulations. Furthermore, 80% of breaches have an insider threat component, underscoring the need for DLP solutions.

Microsoft 365 automatically logs all DLP activities by default, providing transparency into all operations, and incidents can be found and reviewed directly in Microsoft Defender. While Digital Guardian certainly fits the needs of large enterprises, its managed print services make it user-friendly for SMBs as well.

Legacy interfaces could use a bit of a facelift, as at least one user points out, highlighting the ongoing need for innovation in security printing technologies.

7. Secure Cloud Printing Services

Today, these secure cloud printing services provide a simple solution to print from anywhere while keeping documents secure. Utilising high-level encryption, these services such as SAFEQ Cloud protect against unauthorised access, ensuring your files remain under lock and key in the cloud.

Utilizers are provided with clear instructions on how to safely retrieve and print documents, allowing for a user-friendly experience with a focus on security. Keeping track of cloud printing operations helps you keep operations in line with your organisation’s standards, positively impacting security measures as a whole.

HP’s Managed Print Services provide powerful capabilities. They automatically detect, stop, and recover from attacks—not to mention they work with the NIST SP 800-193 guidelines.

Likewise, Toshiba’s e-BRIDGE Global Print Cloud Service greatly increases productivity, with 90% of organizations reporting positive effects. SAFEQ Cloud ensures high availability over several different locations through its public SLA.

This inherently makes it a futureproof and secure solution that today’s workplaces can be confident using.

8. Document Shredding Integration

Next, Document Shredding Integration provides secure shredding for any sensitive printed documents. By integrating shredding services, organizations can further enhance their information security by ensuring confidential documents are disposed of securely.

Creating a policy for regular, scheduled shredding of unclaimed or outdated documents is an important step in preventing data leaks. For example, an office might plan shredding every two weeks to shred what’s accumulated in the interim but not contained in the process, minimizing exposure.

Most importantly, it’s critical to train staff to understand why disposing of documents securely is so important. For us, this practice is an essential part of our information security strategy.

Training sessions can demonstrate the dangers of improper disposal and reiterate the importance of secure disposal methods. Having a regular shredding schedule makes it easier to dispose of sensitive documents in a timely and secure manner.

Creating a regular routine – like weekly shredding on Fridays – will instil this practice throughout the company.

9. Role-Based Access Control

Role-Based Access Control (RBAC) improves document security by allowing you to customize printing abilities based on each user’s role. It limits access, so that only those users that are authorized can print sensitive documents.

By establishing clear security policies, organisations have the ability to determine who is allowed to access and print select documents. These policies offer a formalized, proactive approach to safeguarding sensitive data that lowers the likelihood of a data breach.

Routine access control audits are also important. They make sure permissions are in step with your organisation’s changing needs and regulatory requirements. Doing so ensures that security policies stay topical and impactful.

Here's a table outlining user roles and their printing permissions:

User Role	Printing Permissions
Admin	Full access
Manager	Restricted to department-related documents
Employee	Limited to specific non-sensitive prints
Intern	No printing access

10. Compliance Management Solutions

Compliance management solutions are essential for organizations to stay compliant with data protection laws and regulations. Filestage may not offer a free plan, but they provide a free trial for two active projects and 1.9 GB of secure storage, ensuring secure document management. Regular audits play a crucial role in identifying potential issues with compliance to security policies, which helps keep business functions running smoothly.

Their Basic plan provides access to 10 active projects and 233 GB of storage for £40/month, accommodating unlimited team members. Regular training sessions for employees and compliance specialists are vital to address changing compliance requirements regarding security printing and document lifecycle management. Filestage facilitates this by offering compliance review templates to ensure adherence to protocols.

The Basic plan is priced at £24/month per user, and for teams exceeding 30 users, the cost remains £24/month per user, which can be a bit steep for larger teams. Developing a checklist of compliance management standards steers organizations toward best practices and due diligence, enhancing their overall data security.

With Filestage, you can manage all versions in one central location, ensuring clarity on which files are the most up-to-date. The Professional and Enterprise plans unlock premium features, providing unparalleled visibility into the file approval process and integration with marketing compliance benefits.

Conclusion

Safe and efficient secure document printing solutions are available today. Secure print release solutions and encrypted printing do an excellent job of keeping your data secure. User authentication and mobile printing security provide additional security measures and protect from unauthorised access. Print job auditing and data loss prevention make sure that every print job is accounted for and protected. With cloud-based secure document printing, your documents are always protected, regardless of where you print from. Document shredding and role-based access control ensure sensitive information stays in the right hands. Compliance management holds everything together, making sure you’re adhering to each and every legal requirement. Want to improve your overall document security? Explore these solutions and protect your sensitive data. Join us in making all print jobs secure print jobs!

Frequently Asked Questions

What is a Secure Print Release System?

A Secure Print Release System stores print jobs in a queue until the user authenticates at the printer, integrating advanced security measures to prevent sensitive documents from being forgotten and mitigating the chance of information security breaches.

How does Encrypted Document Printing work?

Encrypted Document Printing enhances information security by encrypting documents as they travel over the internet. This ensures that only the intended printers, equipped with advanced security measures, can decrypt and print secure documents, preventing interception of sensitive information.

Why is User Authentication important in printing?

User Authentication, a crucial aspect of information security, allows only authenticated users to retrieve and print secure documents, ensuring that printers cannot be used without proper authorization and protecting sensitive data from unauthorized access.

What are the benefits of Mobile Printing Security?

Mobile Printing Security offers a secure way for users to print from their mobile devices while ensuring data security in transit. By integrating advanced security measures, it allows only authorized personnel to print sensitive documents, enhancing the document lifecycle without sacrificing security.

How does Print Job Auditing help?

Print Job Auditing uniquely identifies, tracks, and records every print activity, enhancing information security. This allows businesses to track who is printing what, identify unusual activities, and hold users accountable, resulting in improved security and compliance.

What is the role of Data Loss Prevention Software in printing?

Data Loss Prevention Software enhances information security by tracking all printing activities, ensuring that sensitive information is not printed in error or with malicious intent, thus integrating advanced security measures into the document lifecycle.

How can Role-Based Access Control improve security?

Role-Based Access Control is crucial for information security as it restricts printer access according to a user’s role, preventing unauthorized data exposure and enhancing the integrity of secure documents in the printing environment.