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Forming your Print Security Strategy: 6 Factors to Consider

Even in this rapidly advancing digital age, the large majority of organisations are still reliant on print to support a variety of business processes. Print devices are a potential gateway to critical and confidential information in the corporate network and for this reason organisations must take a proactive approach to print security.

To enable the safe deployment of print infrastructure across any business, an effective print security strategy must play a major part in an organisation’s overall IT security planning. By taking proactive steps to analyse the potential vulnerabilities of print networks, businesses can lessen any potential risks without compromising on their productivity.

With the above in mind, these are some of the primary factors you should consider when building a print security strategy for your business:

Print security starts with the individual devices

When evaluating your options for purchasing new print devices, security and the ability to remotely manage should be a high priority. Look for devices with built-in security (print security market-leaders like Canon & HP) and consider print management software to control your documents and workflow across the print network.

Make print security a primary component of your overall security strategy

Not only do any networked multifunction devices, photocopiers and printers process confidential information, they also generate that same information as an output which can be accessed by a variety of sources. Print security involves many elements (the physical device, network, documents, information stored/produced etc.) and as a result must be treated as a critical part of any organisation’s overall security strategy.

Perform a print security assessment

Evaluate your existing fleet to find potential security vulnerabilities and endpoint weaknesses. This may be especially necessary if your fleet comprises of a mix between legacy and new devices.

An assessment will provide visibility to your print environment and will set the foundation for ongoing monitoring once your fleet is optimised and secured.

Contact your local PrintSync branch to book a free print security assessment with one of our print experts.

Educating users will result in a more secure print environment

The prevention of data breaches starts at the ground level with the employees themselves. Businesses should be investing in security training to ensure all staff are educated on the importance of protecting sensitive information.

A sizeable portion of data loss incidents are unintentionally caused by internal users – proactively educating staff members around security can go a long way in reducing these incidents.

Control access credentials and manage vulnerabilities

Staff access credentials throughout your print network are often targeted weak points in the environment, with admin accounts often left either untouched or with default passwords unchanged.

When looking at options for your print environment going forward, consider secure printing methods with individual user access keys to not only have all staff authenticate their user credentials when using printing, but also avoid any printed documents getting into the wrong hands.

Finally, continue to monitor and analyse your print environment

New or old device fleet, it’s important to continue to monitor the status of all devices, archiving solutions and the network itself to provide you with an overall view of the print environment and any potential security weak points.

A good way to keep on top of your confidential information management is to invest in document management software which helps in capturing, organising and storing all information put through the print environment.

Think your print environment might be at risk? Contact one of our experts for a free print security audit today.

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