The annoying thing about data breaches is that your problems only start with the actual data loss: thereās often regulatory fines, auditors on your back, bad PR splashed across news sites, and the long-term loss of customer trust. Data can be recovered; trust doesnāt come back so easy.
Hereās the good news though. Your print environment, while a potential avenue for intrusion, can be made very secure (weāre not going to say impregnable, because no system is, but with the right protocols you can make your print network as impregnable as itās possible to be without actually being, you know, impregnable. Itās less catchy, but more accurate).
Hereās how print security solutions can help prevent data loss.
User authentication and authorization
It probably goes without saying, but only authorized users should be able to print on your network. To do this, we recommend a combination of centralized identity and access management (IAM), multi-factor logins and authentication , strong password policies, and implementing Role-Based Access Control (RBAC), so users only have access to the functions they need to perform their job (and no more).
Secure print release
In most offices, when a job is sent to the printer from a device, it starts printing immediately. No matter whoās actually standing at the MFD. With solutions like Secure Print Release , jobs are only āreleasedā by an authenticated user at the MFD (or a dedicated release terminal next to the printer). It means thereās no chance to intercept the physical document, and that print jobs are only picked up by their owners.
Encryption of print data
At PaperCut, we use all sorts of encryption protocols to protect print data in transit and at rest. For Windows users, this might be Server Message Block (SMB) and its variants, like SMB2 and SMB3. For MacOS clients, we recommend IPPS (thatās IPP over an HTTPS connection). Whatever your operating system, Mobility Print is probably the best bet when it comes to hassle-free print security. Itās free, easy to use, and protected by an encrypted peer-to-peer connection.
Audit trails and logging
As a printer server admin, itās crucial that youāre able to see and log all activity across the network. That way, if something goes wrong, and people start asking expensive questions, you can simply pull up the audit trail (rather than saying, āYeah, Iām not actually sure what happened thereā¦ā) If this is your first time navigating print management software, weāve got plenty of tips for print auditing over here .
Print job watermarking
Watermarking is another great weapon in your data loss prevention (DLP) arsenal. By automatically applying a watermark to sensitive documents, you can deter employees from unauthorized photocopying, scanning and distributing. Watermarks can also be used to embed metadata (such as user info, print time or location) into physical documents Very handy when it comes to audit trails!
Secure disposal of print waste
An often-overlooked piece of the data security puzzle. It makes no sense to protect sensitive documents in the office, then chuck them in landfill for anyone to come along and read. As such, every organization needs a robust document destruction policy. This can include document shredding (cross-cut shredders are most effective), locked document destruction bins, digital shredding on storage devices (to prevent document recovery) and regular audits and compliance checks.
Regular security updates
Your system is only as safe as its last patch. Same goes for print network security. At PaperCut, we release notes on our regular security patches, so users can get an idea of emerging vulnerabilities. But thatās really just the tip of the iceberg. Make sure youāre regularly updating your printer firmware, your network protocols, your authentication and access controls, your encryption libraries, and any relevant software. High priority patches should be rolling out weekly, with general security updates refreshing about once a month.
Integration with Data Loss Prevention (DLP) systems
Ideally, your print management solution will synch neatly with any third-party data loss prevention (DLP) systems. Check this before you purchase. Consult with the vendors to confirm integration capabilities, and make sure everythingās compatible with your existing network infrastructure and security configs. You can also define DLP policies that specify how sensitive data should be handled when printed (for example, you can automate alerts for print jobs containing certain keywords or patterns). Neat huh?
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