Every year, Australian's are spending $21 billion on IT security, but did you know risks and vulnerabilities also exist within your printing operations?

IT security is at the top of the list for many businesses and organisations. They heavily invest a lot of money in security to ensure they do not become the next target to hackers or worse, become news headlines to the latest cyber-attack.

However, whilst some companies are focused on ensuring their physical and digital technologies are well secured and protected, the printing and document environment has slipped under their radar. Companies are generally more focused on ensuring their printing environment is fast and efficient, and do not consider the machine is likely to be hacked or that confidential documents have landed into the wrong hands.

Criminals are consistently looking for ways to hack and steal important data. With technology becoming more digitally advanced, we are seeing more devices and office resources such as printers connected to a growing network, leaving your printing environment at risk to cyber-attacks.

Not only is your printing infrastructure at risk, but printing document is also the oldest sources of data leaks and it is important for companies to consider document security. Document security is “the maintenance of security of all important documents store, filed, back up and processed, delivered and eventually disposed of when no longer needed.” Managing and preventing risks to document security can be difficult, time-consuming and without the right resources costly overtime. Consider working with an outsourced print provider, a cost-effective and secure solution to managing your entire print and document environment.

What are Managed Print Services?

According to Gartner, Managed Print Services (MPS) are services offered by an external provider to optimize or manage a company’s document output. The main components provided are needs assessment, selective or general replacement of hardware, and the service, parts and supplies needed to operate the new and/or existing hardware (including existing third-party equipment if this is required by the customer). The provider also tracks how the printer, fax, copier, and MFP fleet is being used, the problems, and the user’s satisfaction.

The benefits of working with an MPS provider is having your entire printing fleet managed, and controlled, giving you clear visibility to your printing environment, without doing all the heavy lifting yourself. Though working with an MPS provider who can save you money, while managing your fleet of printers and consumables is preferred, it is important to work with one who can also go above and beyond, providing additional business value such as print security.

Working with an MPS that use printing management software such a PaperCut will ensure print security to operations and workflow. PaperCut looks at securing the organisation printing cycle, whilst ensuring compliance and security standards, and above all document security.

PaperCut breaks down printing workflow and looks at applying print securities within each area, starting from before printing, during printing and after printing.

1. Securing print infrastructure

Before printing, printing infrastructure is configured and connected to a secure private network. This will ensure that printing and the sharing of data is safe and independent. Also, system access controls and authentication is a feature that applies restrictions to the level of access a user can have to print and what they can print.

2. Securing print workflows

During printing, the secure print release feature will only allow users to collect their printing only while they are physically present at the printer. Users must add their login details before the printer releases their documents, this helps minimise the risk of unauthorised personnel collecting sensitive or confidential information.

3. Securing printed output

Finally, after printing, it is important to be able to account for all the printing that’s come out of the printer in your organisation. PaperCut looks at who is printing them and where the documents are going using the print-log auditing feature to determine this. This keeps track of potential security breaches or any misuse of critical and confidential information, holding users accountable for their printing.

PaperCut also has optional advanced security features that can be implemented to further maximise security in your print and document environment, these include behaviour alerts before printing, card authentication during printing, and watermarking documents after printing.

A company’s information is an important asset that constantly needs to be protected. With no shortage of digital threats, the lack of thought and careful document securities can put your organisation at risk to cyber-attacks. Organisations need to begin putting emphasis on security for printing in both their infrastructure and operations.

Working with an MPS provider who can not only manage and control your printing environment but also provides printing security benefits such as PaperCut will further maximise value and truly meet your businesses printing needs.


Want to learn how to reduce printing risks in your organisation? Speak to CT about Managed Print Services today!

Managed Print Services