Best Practices for Print Security

November 19, 2019 | Advanced Office

Printing documents is a common occurrence in virtually every office these days. With so much data theft going on, many safety practices must be put into place to keep the company's documents as safe as possible. 

Physical Security for Each Printer

Each printer in your fleet needs security measures both for the hard copies being printed and for the digital data streams that are sent to them. A helpful way to keep the printed sheets secure is to have a locking system in the machine. This allows the worker making the printouts keep them locked inside the printer up until that employee takes them. This is especially helpful if there are many pages to print, and the worker is doing other tasks during that time. This keeps everyone else in the office from being able to intercept any pages that would have been left sitting in the printer tray.

Data Stream Security

Just like with laptops and mobile devices, the print receives streams of data. And like on the company's other devices, those streams need to be protected against data breaches. The best way to do this is to have a printer fleet that uses encryption to keep those streams from being read by anyone else. This end-to-end encryption keeps the entire stream encoded from the device to the printer so that there is no time in which the stream is vulnerable to being hacked. 

Keeping Track of Printer Usage

Part of effective print security is monitoring the accounts that use it. With this monitoring, the usage of each employee with access to the printers is tallied so that it's immediately possible to see who is using which printers, how often, and how much they have printed. Having this data makes it easier for management to look back on the printer data to see when files were printed and where those files came from. Missing copies can be far more easily traced this way, giving the company another layer of security for its printed documents.

If your company needs better print security to protect it from data theft, contact us to find out about the stronger security measures that we can provide for your documents and equipment.