Not long until GDPR – Is your printing ready?

Monday, 23rd April, 2018

In case you’ve missed it, EUGDPR comes into force in a months time (how quickly has this come round) and if you’re anything like me you’ll be getting a bit fed up with it all!  I don’t blame you, but this is one piece of legislation that you really can’t afford to be complacent about.  So here is your final reminder to make sure your organisations print outputs are considered and included in your GPDR compliance.

I’ve been surprised that many people my colleagues and I have talked to are unaware GDPR includes print but if you don’t tackle your print security you will run the risk that this could be a point of weakness in your compliance.

Don’t risk a print related data breach, check you have systems and processes in place that will help protect data that is printed.  Don’t let a confidential document left on a printer and picked up by the wrong person be your undoing, remember that at a conservative estimate between 15% - 20% of print jobs are never collected from printers.

The good news is this is an easy loophole to close.  By deploying a print management solution, you can enforce a secure release policy, this means print jobs are held in a secure queue and only printed once the originator has identified themselves at the printer.  This simple process immediately stops any print jobs being left unattended.  Aside from the data security benefits, it’s also more productive for staff who can queue many jobs and then go release in one go.

Depending on the print management solution you choose you can also enforce end to end SSL encryption, restrict who has access to certain printers or use sticky card technology, this means print jobs that fail to print for whatever reason are automatically deleted from the MFPs hard drive (this isn’t available from all manufacturers so you would need to check with your supplier).

Additionally, with a cloud print management solution you can be reassured that the solution is always up to date as security updates will be automatically applied.

You will be spoilt for choice these days when it comes to picking a print management solution, but bear in mind that whichever one you go for needs to be able to deliver on print security and GDPR compliance.

AIT has over 30 years’ experience in print management solutions, offering a range of systems and modules that would help your organisations print security. You can find out more here and here or if you prefer you can call us on 0113 273 0300 to have a chat with one of solutions consultants.