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Secure Printing

Although the workforce is changing and the print market is shrinking, printing documents remains essential for many businesses. Especially today, with people working from different locations, it is vital that documents can be securely printed from anywhere to protect important data from being compromised. On this page, you can learn how to achieve secure printing with our pull print technology and Zero Trust principles.

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What is secure print?

According to a 2023 study, 61% of organisations claim to have experienced data losses as a result of insecure printing practices. One of the principal factors cited was home printing and workers not disposing of confidential information securely.*

With workforces increasingly decentralised, home printing and remote printing have become commonplace; however, many organisations’ printing infrastructure has failed to keep pace, increasing the risk of data breaches.

To create a secure print environment, it’s important to look beyond IT security and firewalls – although that is of course part of it – to the whole printing process, from who can print what and from where, to what happens to the document once ‘print’ has been clicked.

Why print security is important

Many industries have long since operated in a strict compliance culture when it comes to confidential information. However, since 2018 and the introduction of General Data Protection Regulation, otherwise known as GDPR, any entity collecting or processing the personal data of European Union residents has had to comply with data security regulation. Because GDPR applies to printed as well as digital data, it is vital to ensure that print environments are secure.

Secure cloud printing

While many organisations have been shifting their IT infrastructure to the cloud to support the flexibility requirements of a hybrid and often geographically dispersed workforce, printing infrastructure has often been overlooked.

If you’ve already moved other IT assets to the cloud, there’s a strong argument to follow suit with moving print infrastructure to the cloud, too, particularly for businesses with limited or no in-house IT support.

By switching to a SaaS print management solution, every aspect of the print process, from job submission to collection, is carefully processed and encapsulated in a secure cloud environment. However, before you make the transition, be sure to check where your data will be held. If it’s hosted outside of the EU, it will not be GDPR-compliant.

Toshiba cloud printing solutions, for example, use Microsoft Azure, where data is stored in ISO-certified data centres within the EU. It means your organisation’s data has 24/7 protection against viruses and hacking attempts, plus you will always have a recent and working backup. It’s a standard of security that many businesses would otherwise find difficult to achieve.

Features and benefits of secure cloud printing

Cloud printing doesn’t just support secure printing, it can also contribute to improved productivity and reduced waste. Here are just some of the reasons to choose the cloud for secure document printing:

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Pull printing

From their list of submitted documents, users can choose which they would like to be pulled down and released as a job for the print device

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Zero-trust printing

Ensures every connection and request to print is verified before access is granted

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Improved productivity

Users can send a document to print without having to worry about rushing to the printer to retrieve it; instead, they can continue working until they are ready to release the print job

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Reduced waste

Because a job is only printed when the user pulls or releases it, the risk of abandoned documents is reduced

References:

* quocirca.com

FAQ

What is secure printing?

Secure printing uses methods to ensure that documents are only printed when authorised, protecting confidential data. It often requires a PIN, password, or ID card to approve a print job.

Why is secure printing important?

It protects confidential information from unauthorised access, minimise waste, and prevents the misuse of printing resources. This is particularly important for businesses dealing sensitive data.

How does secure printing work?

Users send their documents to a secure print queue. To retrieve their documents, they must authenticate at the printer, typically using a PIN or ID card.

What security risks does secure printing address?

It ensures that sensitive documents are not left unattended or picked up by the unauthorised person, preventing the risk of data breaches and information leaks.

Does secure printing affect printing speed?

There may be a slight delay as users need to authenticate, but the added security benefits usually compensate for the minor inconvenience.

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