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Member Roundtable: Why is secure printing in the workplace important and how should it be strengthened?

By September 21, 2022 No Comments

Why is secure printing in the workplace important and how should it be strengthened? Read on to hear some of our members‘ perspectives on this topic.

 

Micheal St. Laurent, Print Software Platforms and Solutions Chief Architect and Distinguished Technologies, HP Inc.

As employees return to the workplace, user mobility and flexibility are introducing new challenges for IT and security teams accommodating this new work style. Secure printing is becoming more integrated into local and remote IT systems, thereby requiring that print software systems and hardware seamlessly integrate with the latest authentication and Identity providers including end-to-end network security and encryption capabilities. Integrating these technologies is no longer focused on simply securing the office, but instead extending to home and satellite offices and maintaining a consistent security model for all aspects of the employee interaction with the workplace, including print.

Eric McCann, Manager, Software Marketing, Lexmark

Security of the office printer in the workplace and the cost savings of secure print are more relevant now than ever. With the need for authenticated print, print tracking and reduction of pages printed and not picked up, Lexmark sees the adoption of security solutions at an all-time high. Security can be strengthened by additional sources of print jobs (mobile, chrome, email) but also authentication methods (PIN, Mobile PIN, Card). Lexmark has also added functionality like Guest Print which enables common use of secure print infrastructure for all employees, adding robustness to a standard existing solution.

 

Dilinur Wushour, Manager, Software Applications Development, Kyocera Document Solutions

Workplaces are experiencing a great change. As more and more employees are working remotely, cloud migration and cloud solutions are gaining popularity. The print infrastructure has moved to the cloud and secure printing is a non-negotiable component for the companies.

In order to strengthen secure printing, print services should provide security features such as user authentication, PDF password protection, and digital signatures with timestamps that allow tracking the origin of the document. Robust print management capabilities allow releasing jobs only once authorized, and allow pickup at any printer. Enforcing print policies and print usage reports would restrict who can see and use which printers.

Philip Mazzilli, Staff Product Manager, Printers & Imaging, Qualcomm Technologies, Inc.

We’ve all done it – printed something, but then never picked it up. Or printed something and while walking to the printer, someone else has accidentally taken it. If the printout includes sensitive information – company confidential information or personally identifiable information – it may end up with someone who should not have access. When enabling a print policy, the best approach is to require users be at the printer before printing can proceed. There are many ways to validate a user’s presence, including requiring users swipe a badge or enter a pin. Even better would be if the printer automatically detects the user’s presence and starts printing as soon as they are nearby.

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