Secured print is a specialised safety and security feature that allows a user to print documents confidentially.
This feature is designed to enhance privacy and security when using shared or public printers. It ensures that sensitive documents are not left sitting in the output tray for anyone to see.
Why Use Secured Print?
In environments where multiple users share printers, standard printing methods can pose a security risk. Confidential documents, such as financial reports, legal papers, patient records, or internal memos, could be accidentally viewed or taken by unintended individuals. Secured print provides complete peace of mind when printing, offering that added reassurance that their sensitive data and documents are fully protected.
Key benefits include:
- Data Confidentiality: Prevents unauthorised access to printed materials.
- Reduced Waste: Documents are only printed when the user is present, reducing instances of forgotten print jobs.
- Compliance: Helps organisations meet data protection regulations like GDPR or HIPAA.
- Enhanced Security: Adds an extra layer of security to the document workflow.
How Does Secured Print Work?
The process is straightforward:
- User Initiates Print: When a user sends a document to print, they select the "Secured Print" option in their print settings.
- Setting a Code: The user is prompted to enter a Personal Identification Number (PIN) or password for that specific print job.
- Job Holds at Printer: The print job is sent to the printer but is held securely in the printer's memory or server queue instead of printing immediately.
- User Authentication: The user goes to the printer and enters the previously set PIN or password directly on the printer's control panel.
- Document Prints: Once the correct code is entered, the printer releases and prints the document.
This simple workflow ensures that the document is only printed when the user who sent it is physically present at the printer to retrieve it immediately.
Practical Applications & Examples
Secured print is invaluable in various sectors:
- Healthcare: Printing patient records or test results.
- Legal Firms: Handling confidential case documents.
- Finance: Printing reports, client information, or transaction details.
- Corporate Offices: Protecting sensitive internal communications or HR documents.
- Educational Institutions: Printing exam papers or student records.
Let's compare a standard print vs. a secured print process:
| Feature | Standard Print | Secured Print |
|---|---|---|
| Immediate Print | Yes | No, job is held |
| Security | Low | High |
| Privacy | Limited | High |
| Authentication | None | PIN/Password Required at Printer |
| Data Exposure | High risk if left in output tray | Low risk, prints on demand |
For more information on securing your print infrastructure, you might consult resources on Print Security Best Practices.
Secured print is a fundamental component of a robust document security strategy for businesses and individuals handling sensitive information.
