What is secure printing, and how does it differ from standard printing?
Secure document printing ensures that sensitive documents are only released once the authorised user is present at the printer. With standard printing, jobs are sent directly to the device and can sit in the tray until collected. By contrast, secure printing holds the document in a protected queue, requiring the user to authenticate themselves before the file is produced. This prevents confidential information from being left unattended and provides a critical safeguard against accidental or deliberate data exposure.
What risks does it protect against?
Many organisations overlook the vulnerabilities hidden within their print environment. Printers from Canon, Konica Minolta, Ricoh, Sharp, Lexmark, Develop, or Riso are advanced devices, but without security features activated, they can present risks such as:
-
Documents being viewed or taken by unauthorised staff or visitors
-
Data interception during transmission between the workstation and printer
-
Uncontrolled printing leading to compliance failures
-
Increased exposure to fraud, particularly where financial or legal records are concerned
Secure document printing mitigates these risks, ensuring information remains confidential and compliant with best practices.
Is secure printing required for ISO 27001 or Cyber Essentials certification?
Although secure printing is not a formal requirement, it is highly relevant to organisations aiming for ISO 27001 or Cyber Essentials accreditation. Both standards emphasise strong information security management. Implementing secure printing demonstrates a commitment to protecting data at every stage, reducing the risk of breaches and supporting compliance audits.
Is secure printing costly to implement?
In many cases, secure printing is surprisingly cost-effective. Modern devices from brands such as Canon, Konica Minolta Bizhub Secure, Ricoh, or Sharp often include secure print functionality as standard. Configuring these features, or integrating them with a platform like PaperCut, requires minimal investment. Over time, secure printing can even lower costs by reducing wasted print jobs, as documents are only released when truly needed.
How can MPS UK help?
At MPS UK, we specialise in helping organisations implement secure document printing across Canon, Konica Minolta, Ricoh, Sharp, Lexmark, Develop, Riso, and PaperCut solutions. Our tailored managed print services ensure that devices are properly configured, authentication methods are in place, and data is encrypted throughout the process. With a print survey, we can identify risks in your current setup and recommend a secure strategy that reduces waste, supports compliance, and protects your most valuable information.
Who needs secure printing?
Secure printing is valuable for any organisation that handles sensitive data. Financial institutions may rely on a secure check printer to protect transactions, while law firms need confidential contracts safeguarded. Healthcare providers must comply with strict patient data protection rules, and schools or local authorities need to prevent personal records from being accessed. Secure wireless printer technology and secure mobile printing are particularly useful where employees work across multiple sites or require remote access.
How is data encrypted in a secure print solution?
Encryption ensures that documents are protected from the moment they are sent to the printer until the authorised user collects them. Secure document printing solutions encrypt files during transmission, preventing interception, and then store them safely in the print queue until released. This end-to-end approach ensures even the most sensitive material is safeguarded.
What authentication methods are available?
A secure print environment can be configured with different authentication methods to match organisational requirements. Common approaches include:
-
PIN entry directly at the device
-
ID card or fob access, often linked with building entry systems
-
Mobile app authentication, offering flexibility for staff working on the move
-
Biometric verification, such as fingerprint recognition, provides the highest level of assurance
These options can be integrated into platforms such as PaperCut, which supports secure printing across devices from Canon, Konica Minolta, Sharp, Ricoh, and Lexmark.
Interested in our services? We’re here to help!
We want to know your needs exactly so that we can provide the perfect solution. Let us know what you want and we’ll do our best to help.