Today’s multifunction printers (MFP) can collect, process and store large volumes of data. As such, the MFP can become a ‘weak link’ in regular office IT infrastructure – one that businesses can no longer afford to ignore. Businesses must take a proactive and multifaceted approach to print security.

Make your print devices part of an overall information security strategy. Printers must be integrated into an organization’s security policies and procedures.

Adopt a security policy for all of your printers. An organization should be able to monitor, manage and report on the entire printer fleet, regardless of model, age or brand.

Ensure secure access to the network. As a networked device, an MFP requires network access controls and the ability to deflect potential viruses and malware.

Secure device access. User authentication tools can help eliminate the risk of unclaimed (and potentially sensitive) documents being left in printer trays. Also known as pull printing, it ensures that documents are only released to the authorized recipient.

Secure the document. Digital rights management capabilities can help discourage the unauthorized copying or transmission of sensitive or confidential information by enabling watermarking, digital signatures or PDF encryption features.

Ongoing monitoring and management. Organizations need a centralized and flexible way to monitor usage across all print devices. Auditing tools should be leveraged to track printer usage at the document and user level. These tools can identity of each user, the time of use and details of the specific functions that were performed.

For more information on how Capital Business Systems can help implement secure managed print services for your business, please contact us today.