Why Should You Be Concerned About Printing Security?

Printing is the backbone of any organization, but there are many challenges and concerns that organizations face regarding the security of their documents. Addressing Print security is critical for any organization that relies on printing to get things done.

This article will explore how you can protect your documents from being at risk for unauthorized access by taking advantage of Print Management Software.

5 Safeguards to Keep Your Printing Output Secure

A lot of companies are concerned about protecting their data from unauthorized access. Secure printing solutions typically involve a centralized print management software, ID cards, fingerprint readers and/or biometric software that allows authorized users to gain access to a multifunction device or printer.

1. Implement pull printing. A common problem that occurs in organizations is when print jobs are left unattended in output trays where sensitive data is at risk of being viewed by employees or even visitors. Unfortunately, this can lead to company confidential information being shared both inside and/or  outside the organization. To improve the security and efficiency of your print environment, you should take advantage of software that is capable of pull printing.

2. Encrypt the Data. This one is a no-brainer and can be done on any system. If you are purchasing a secure printing solution, encryption should be a built in feature of the software.

3. Implement print devices that are compatible with card readers like RFIDeas. When combining a card reader with a powerful print management solution like OM Plus My-Print-Delivery, you greatly improve security without adversely impacting user productivity. Once the print job is submitted, the job is held by My-Print-Delivery until the user physically arrives at the print device, taps their ID card, and releases their jobs. WIth this method, there is no danger of documents being left unattended or viewed by unauthorized personel.  

4. HIPAA, PHI, CMS compliance. Choose a secure print solution that is compatible with common enterprise applications such as ERP, EHR, EMR, and legacy mainframe systems that may require compliance standards. Not all solutions have the ability to print backend print jobs for systems like these.

5. Encourage employees to only print business critical documents and discourage printing unnecessary or personal documents. Software like OM Plus Stats Manager can track the who, what, and where of printing.

How to Choose a Secure Print Management Software Solution That’s Right For You

Choosing a print management software solution is a difficult decision for any business. There are many different types of solutions, and each of them has their own advantages and disadvantages. But one thing that every company needs to do is to make sure the solution addresses all of your needs before making a final decision.

The first thing to think about when looking for a secure print management software solution is what type of security does it have? For instance, it is common for government institutions to require CAC and PIV systems for security? For hospitals and healthcare environments, Imprivata One-Sign Single Sign-on is often used. If you’re in one of these industries, make sure your print management software is compatible or integrates with these systems.

What other features are included? Does your solution include popular workflow features such as document failover, printer failover, restart, re-direct, device and user statistic, load balancing, archiving, and label printing?

Is the solution customizable and can it be adapted according to your needs? There is no single solution for everyone, because each workplace is different. Make sure the software has a variety of settings that you can modify to suit your individual environment or circumstances. Also make sure the company you purchase the software from understands your needs and can customize the software to meet those needs.

Another important factor to consider when choosing a secure print management software solution is how much it costs. Every company wants to save money on printing expenses, but they also want a solution that is robust, feature rich, customizable, and will protect their data from unauthorized use.

How to Stay Safe When It Comes To Printing

A secure printing solution is integral to any company. OM Plus My-Print-Delivery is a great fit for any company concerned with printing security. This powerful print management software works with virtually all printer models and access cards/readers. It provides pull printing, secure data encryption, authentication via Active Directory and other 3rd party solutions.

In addition to the numerous security features found in My-Print-Delivery, it also integrates with popular ERP, EHR, EMR, and other back-end systems. It comes with many release methods and includes features such as redirection of jobs, intelligent job routing, re-print, print failover, load balancing, and archive.

Users increase print mobility, reduce waste, and experience savings through lower volumes. Best of all, My-Print-Delivery can be customized to fit your environment, situation, and needs.

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The post 5 Essential Tips to Keep Printing Safe and Secure appeared first on Plus Technologies.