Being able to manage data successfully makes one of the main requirements for the success of a company. So, it shouldn’t be a surprise that, despite the notable shift toward digital and cloud technologies, printed documents still present the backbone of an efficient data management system. But, how will you enable secure printing in your modern workplace? Since, the existence of these documents and their analog nature presents real challenges for companies. Because, thay need to use these documents in their daily operations. Printing backup documents needs to be integrated into a business workflow, performed on safe devices, and ensure data consistency.
7 Tips On How To Enable Secure Printing In Modern Workplace
Remember these few tips on how to enable secure printing to ensure that your company uses printed data most efficiently. Let us then delve deeper into these and other examples that will help you to control this process like a true pro.
Make Sure All The Devices Are Safe
This is one of the main issues associated with data management, still of the data storage format. Suppose the devices you use for document check and printing are defective. So, the entire process will be flawed and leave giant security holes from the get-go, even if you store the viable data on paper.
But how can you enable secure printing. Are corporate devices safer? Well, you can start by:
- Enforcing the two-factor authentication policy
- Relying more heavily on the cloud tools that are already using the built-in security protocols
- Using the top-tier security products
- Educating your workers about safe device use practices
- Banning unknown USB devices
- Making clear device use rules to enable secure printing
We want to note that corrupt documents can bring this whole system down. So these rules should extend to your remote employees.
Print Only From Reliable Sources
Now that we have ensured that the devices you will use to print your documents are safe and malware-free, it is time to address another resentment issue of document management. These are corrupted document sources. In 2021, 83% of surveyed companies have reported some phishing attack, unreliable document sources can compromise your company’s security.
The best way to defend against such threats is to:
- Compile a list of reliable document sources your employees can use to access the data they need
- Ban messages, pop-ups, and other less reliable communication channels
- Keep your email customers up to date
- Use email security getaways, and
- Lock down inbound email marketing as much as possible
- Educate your employees to discern printing sources based on author, publisher, and publication date.
Allow Access To Necessary Pieces Of Equipment
Printing and document management needs to be based on strict rules, protocols, and security policies. But, keeping this system too centralized can create bottlenecks that can undermine the efficiency of your workflow. Do your best to give your employees free access to all the equipment needed to get through the backup process more efficiently.
While doing this, you should predict all the scenarios you may experience in the future. For example, you probably know that you need ample amounts of A4 in your storage. However, when the situation demands that you print more important documents, the lack of A3 size paper can bring your operations to a grinding halt. The same can be said about other paper formats, cartridges, storage units, and similar office goods.
Establish Unequivocal Use Policies To Enable Secure Printing
As we could see earlier, high flexibility is necessary for optimizing the company workflow. However, we must know that this open configuration creates severe security liabilities. Furthermore, leaving your equipment unrestricted can open the doors to different ways of mishandling. Also, that can compromise the integrity of the printing process even further.
You can easily avoid this problem if you enable clear use policies that outline all security models of printing and management, ranging from the safe use of equipment to more nuanced topics for internet security.
Here are some recommendations that should help you along the way:
- Get management and lower-tier employee support
- Constantly review and update your policies
- Distribute the policies in printed and digital format
- Create a digital security committee confining all employees
Create And Vault Digital Copies To Enable Secure Printing
Creating redundancies was always one of the easiest ways to ensure a high level of security. Keeping in mind that we are working with printed documents, creating excessive copies can only waste valuable paper, which you should strongly avoid. Still, document copies are something you need to possess in an emergency.
You can find the solution to this problem in digital copies that can go a long way. That also ensures the redundancy you need without putting a financial burden on your operations. This process is not without its challenges. So, you need to ensure that you store the copies in safe and impregnable online vaults and categorised to allow quick queries.
But, when these factors are set, creating digital copies of your printed documents can be more straightforward, like a push of a button.
Protect The Physical Documents
All documents are produced with some specific purpose in mind. What should you do with these assets when you end up printing? If you use data for some temporary purpose, you should create digital copies and dispose of the paper when you complete printing. Since sustainability should be one of your priorities, you should recycle these papers.
The documents that are planning to use again, you need to store them in a way that will ensure the optimal level of security. By that, we mean that you should limit access to the documents to the personnel with the required authority and in the storage units that will ensure the best possible preservation quality (sleeves, folders, boxes, etc.). Also, you must keep all these papers in a cool, dry, and dark environment.
Using physical copies should be documented and authorized.
Use Native Manufacturer Apps
Finally, when using professional printers, most users tend to rely too heavily on stock drivers, wireless communication, and other printing methods that are usually not secure. Therefore, major printer manufacturers are doing their best to keep their suits regular updates and more reliable.
Still, using these tools on a company-wide scale has another added benefit. Opting for these assets somewhat of printing your media through dozens of different apps and platforms will lend your printing workflow great consistency and open doors for further process quality control.
We hope these tips to enable secure printing gave you an idea about the methods you can use to make printing paper documents in your company far safer, more reliable, and faster. Also, keep in mind that hard copy data still plays a critical role in the daily operations of one company and the sheer volume of such documents we need to handle daily. It is easy to see why improving this process can tremendously benefit your organization. Well, now you know where to start.