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Secure Print 101

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People take printing for granted. The fact is, however, that printing is complex, and as MFPs move more toward computing devices, ensuring the security of your print environment is critical. Networked printers, when not secured and managed properly, may be vulnerable to hacking attacks, as recent industry headlines warn.

How can you avoid print security risks in your IT environment? Here, we outline standard MFP security options, as well as some examples of highly secure printing capabilities used in regulated industries.

Basic Printing Security

Most printers and MFPs today have built-in PIN security, requiring a user to click “print,” enter a PIN code, walk over to the printer and enter the PIN again to release the job. At the least, we recommend that organizations enable this level of print security.

In addition to helping with security, this functionality is also a great driver (pun intended) for printer consolidation. Users that print confidential documents may otherwise require their own printers, but with PIN security they can print to faster, more cost-effective, shared printers without risking confidentiality.

However, out-of-the box secure print stops there. Going beyond PIN functionality, there are several options to achieve more secure print processes and management.

The Secure Print Hierarchy 

Listed below are a few considerations, ordered from least to most expensive. As is often the case, a higher price typically means the technology is more user friendly.

• Secure-Print Applications: Server software is available to enable a tracking layer on top of PIN security, which lets IT securely track print transactions by user and see who is printing what. This insight can also help to save printing costs by understanding where printers can be consolidated, even across departments, as user tracking can help split costs for one machine if needed. In addition, some settings can require user authentication prior to printing, to ensure that only authorized users have access to printing devices.
• Contact-Based Security: Thumbprint readers and ID badge scanners only release print jobs with physical contact and approval, bringing users to the machine to release and remove print jobs at once. These options are more user friendly than PIN functionality as only one extra step is needed—scan thumbprint or badge—versus having to enter a PIN twice. Contact-based options give employees mobility without needing a mobile device, as they can print to the nearest machine. This also allows for mobility between locations. For example, executives that travel from one office to another can simply scan their employee ID badges to print at any company location without having to log on, identify the proper network, and connect to print drivers. 
• QR Code Reader: Using quick-response (QR) codes is another way to manage and secure print jobs, by which employees scan the printer code using a reader on their mobile devices to release print jobs. Part of the additional cost for this solution is the cost of smart devices for each employee, as well as the QR software and security behind it.

Secure Printing in Regulated Industries: Finance & Healthcare

In highly regulated industries, like finance or healthcare, print security is critical to business compliance and success. Following are some examples of what’s possible on the high end of secure print. If your organization needs higher levels of print security, you may be able to take some lessons from these markets.

Finance: Check Printing

Custom printer features and physical security are used to keep check stock safe, and ensure the validity of printed checks. Troy Group’s secure check printers for HP and other industry players offer the following security enablers for check printers:

• Locking paper trays
• Sensors inside a printer that can identify MICR toner
• Watermarking capabilities
• Secured executive signature files

Healthcare: Prescriptions

As abuse of prescription drugs continues to rise, it becomes all the more important for healthcare systems to secure their printers, and for pharmacies to ensure the validity of printed prescriptions. Pre-printed prescriptions have very distict requirements, which are enabled by industry-specific printers.

• Watermarks or pantographs
• Edge borders with text that can be read only under strong magnification
• Instructions for pharmacists on what to look for to ensure prescription validity

Your Thoughts?

How have you achieved secure print in your organization? If not, what challenges have you encountered along the way?

For more secure printing tips, see 7 Ways to Protect Your Printers, from PC World.

Jeffrey Goldstein is Senior Consultant at MCPc and is responsible for the delivery of hardcopy and value-added services within the Lifecycle Management Group. Connect with Jeff on LinkedIn.

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