Increase Print Security with Print Management Solutions/Find-Me Printing

It’s common place for organisations to secure print devices and network traffic, but print policies largely fall short by neglecting the actual printed documents themselves. Security threats often come from within your organisation, not from outsiders which means the information that is output on the print device itself could be your biggest area of vulnerability.

Working in partnership with a range of specialist providers from PaperCut to Lexmark, our print management solutions are designed to enhance the security of the device, optimise your print environment whilst reducing cost and environmental impact of unnecessary printing.

With research indicating that organisations spend anywhere from 1% to 6% of their annual revenues on business copying and printing, it’s clear that uncollected prints contribute to significant unnecessary business costs. There’s certainly no denying that all those uncollected prints that are a common sight in offices up and down the country are not only causing messy workspaces, but confidential information can also easily end up in the wrong hands or worst still your business could be at risk of serious compliance breaches.

Print Management

Our Papercut Print Management solution improves the efficiency of your output environment by helping to reduce unnecessary printing. This solution delivers secure access control and robust usage reporting, and at the same time it provides greater mobility and productivity for your users.

Secure and Convenient Print Release

The most effective way to prevent you shared printers from being your next data security/ compliance threat is to introduce a secure hold-and-release queue.

“Follow-Me”, “Pull/Push printing,” these are just some of the terms you may have heard to describe this secure release technology. The Find-Me printing feature offered by PaperCut lets users send print jobs from anywhere, including their desktop, tablet or smartphone, and then release the jobs for printing whenever and wherever they are ready. Documents can be released at any enabled device, whether the device is located across the room, in another building or in another country. To release their documents, users simply swipe their ID card or enter their credentials at the device and select the documents they need to print.

Papercut adds “By using our popular Secure Print Release feature, you can stop jobs printing on an unattended printer by making sure that the user standing in front of the printer is the owner of those jobs. No more stretching to make the 100-yard dash before prying eyes see your salary review or dumpling recipe. Secure Print Release prevents data loss using a central hold-and-release queue. It’s one of our most popular print management features.”

Five tips for building a strong document security culture

Our solutions partner and print security specialist, PaperCut, recently published five recommendations for how to build a strong document security culture within your organisation, it’s such a useful guide I’ve shared it below for ease of reference;

1. Document security is everyone’s responsibility

It’s tempting to assign network/printing security responsibility to an expert — usually someone sitting in IT — and hope the job will be done. Wishful thinking! A successful cultural change has to involve more than just the overworked IT staff, and in particular it must include people that create and consume documents (all of us!).

• Ask the folks at the top to help convey the importance of security to your organization.
• Use staff from across your organization to regularly reinforce this message.
• Fix the weakest links in your chain — tackle the parts where document security is weakest or the biggest risk.

2. Give users information to build understanding and ownership.

You want your users to be informed so they can build understanding and take ownership of their printing habits.
Imagine if your users really knew how many documents are printed each week. Holy cow! Give people the info they need to understand the risks.

3. Recognise people who do the right thing

It’s the number one way to encourage a change in behavior — it’s so important to reward good behaviors.

• Offer a reward or bounty for people who catch a security issue.
• Reward and recognize small steps in the right direction.
• Celebrate milestones as an organization, for example, with PaperCut you can measure the number of jobs securely released. Celebrate when you achieve 100% of jobs securely released.

4. Unity is strength — avoid the single weak link

Don’t weaken your security effort by compartmentalizing by department. Security is as strong as the weakest link, so a unified approach is important. Document security should not be separate from general or IT security.

• The popular vectors of attack will change. One month you might be subject to phishing email attacks. Another month, lost physical documents may be the weakness.
• Talk about document security alongside building and personal security. This will help instill the message that security in all its forms is owned by everyone.

5. Make document security fun Are you serious?

Well security is serious, but it needn’t be totally serious. A boring presentation is unlikely to be engaging or effective. Even with a topic like security, there are ways to make things fun:

• Gamify the security message. Who’s up for security trivia?
• Give some real life examples. Perhaps even share a miss-step of your own to make a point.
• Combine security with a positive message. A well-tested example with printing is to combine secure print release with a print wastage environmental message. You get a win on both fronts.

NCS Print Security Solutions

Our team of document solutions specialist can help your business understand your print security threats and offer innovate, cost effective solutions to help develop and manage your organisations print security policies.

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