GDPR: Why your photocopiers and printers should not be overlooked
Organisations tend to overlook their photocopiers and printers when it comes to information security measures. However, these devices store and process data and with many organisations reporting experiencing print related data breaches now is the time to review your managed print service and its security.
What is GDPR?
From the 25th May 2018, GDPR outlines that organisations that control and process personally identifiable information must appoint a data protection office, where necessary, and document how they process, store, share and remove personal information. Also in the guidelines, is a need for organisations to have procedures to detects and investigate data breaches as well as report them within 72 hours.
Essentially, organisations need to demonstrate complete control over information security to comply. Today, printing is a crucial part of many organisations business processes and measures must be taken to protect photocopiers and printers to support GDPR compliance.
How can a Print Management Service support compliance?
An effective Print Management Service can enhance security policies and employee awareness, as well as offer increased visibility and control over usage, improved device availability, significant cost reductions and environmental benefits.
Secure print release or pull printing will ensure that confidential documents are not left on your photocopiers and printers. When an employee sends a document to print, it sits in a virtual queue and will only be printed when the user authenticates themselves at the machine with either a pin number, swipe card or biometric fingerprint recognition.
A Print Management Service will also provide the tools to monitor and report on organisations print activity. GDPR requires the ability monitor breaches, and with ongoing and proactive monitoring of the fleet of photocopiers and printer you can ensure the devices are being used in accordance with internal policies. Non- complaint usage can be identified by device and by user, and audit trails can be created to support the evidence of compliance.
Your organisations print security is of course only one part of a wider GDPR compliance exercise, nevertheless it is important to act now and ask yourself how secure is your print infrastructure?