How Managed Print Services Can Improve Data Security in Your Organisation

In today’s world, information is the lifeblood of businesses, and the need to safeguard sensitive data has become more critical than ever. As businesses navigate a complex path of digital security, it is easy to overlook a basic vulnerability within their operation – their print environment.

Not addressing this vulnerability can expose you to significant risks, from data breaches to compliance violations. Managed Print Services not only streamline your operation and reduce costs but also reinforce the security of your print network.

As we’ve already mentioned, traditional print environments can represent the ‘Achilles Heel’ of an organisation’s security strategy. These risks range from documents being left on print trays to printers being the weakest link in the network security chain. Unsecured print environments can quickly become gateways for data breaches; therefore, it is critical for businesses to reassess their print security protocols.

One thing that we ensure is carried out with each unit our team install is the changing of the admin security password – you would be amazed how many printers we come across which still have the factory-settings password in place which can provide easy ‘back door’ access to the clients’ network.

Another critical way that MPS contracts can support print security is secure print release. This requires users to authenticate at a device before any job is printed. This authentication can be tailored to fit your needs and can range from PIN codes and access to cards to biometric data. Ensuring that only authorised personnel can release print jobs can significantly reduce the risk of exposing sensitive information.

Printers and multi-function devices are often interconnected with the organisation’s wider computer network, yet they are often overlooked when assessing network security strategies. Managed print services make tightening up your print security by utilising end-to-end encryption, secure connections and safeguarding data as it travels across your network. Our services ensure your devices have the latest updates and security patches to protect them from cybersecurity threats.

Alongside network document security, managed print services also offer solutions for the whole document lifecycle. This includes secure scanning and digital document storage with encryption and access controls to prevent unauthorised viewing or sharing. We can even help with document management, including the secure disposal of physical copies or digital files to further reduce the risk of data leakage.

Another reason print security must be addressed is the UK’s stringent data protection regulations, guided by the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR), which underscore the legal responsibilities all businesses have in safeguarding data protection.

Data breaches resulting from poor print security can lead to severe financial penalties. Under GDPR, organisations can be fined up to £17.5 million or 4% of their global turnover, whichever is greater, for severe infringements. Numerous businesses have received hefty penalties for failing to protect personal data, and it’s essential to recognise that unsecured printing does constitute a data breach and can leave you open to severe financial risk.

Parallel brings expertise in compliance to ensure your print operations meet the stringent requirements of these regulations. The detailed reporting available within MPS contracts also plays a critical role in compliance and offers insights into print behaviour, document access, and usage patterns, which are all invaluable for audits and regulatory compliance.

As the business world continues to evolve in the digital age, the importance of comprehensive data security strategies becomes increasingly evident managed print services allows you to ensure critical security measures are in place in the often-overlooked print environment to safeguard sensitive information against unauthorised access and cyber threats. By integrating an MPS into your operation, you can enjoy optimised and cost-efficient printing, strengthen your overall data security positions, and ensure that your valuable information is secure in the ever-present threat of breaches in today’s digital world.

Parallel offers nationwide Managed Print Services. We are a provider located in Uxbridge (HO), Camberley, Kent, Wolverhampton, Cardiff, Manchester, and Edinburgh that is committed to propelling your business through tailor-made print solutions.

By understanding your individual requirements and utilising cutting-edge technology, our objective is to minimise wastage, cut down on expenses, and improve operational effectiveness. To discover more about how our printing solutions can benefit your business, please visit the Contact Us page