Many organizations do a great job of keeping their confidential information secure through encrypting, locking and of course very concerted IT efforts.
So, what happens once these carefully protected documents get printed? Do you run to the copier, pushing and shoving, perhaps throwing an elbow and diving to rescue your top secret file? Not likely. Many times we print and forget. Sometimes it’s a few minutes, hours and even days. It’s not on purpose of course, but things come up, fires to put out and meetings to rush to. However, now that confidential file that we worked so hard to protect is just sitting there, for all to read, share and even steal.
So what do you do?
You can use an ID card to authenticate the user and the job. That means the job cannot be printed unless the cardholder swipes their card. This is great for preventing security leaks as well as reducing the waste of forgotten print jobs.
What else does it do?
- The functions of the device (for example, color output) can be restricted to specific departments or seniority levels.
- Records which documents have been printed when, where and by whom.
- Obtain your job from any printer currently available, no more waiting!
How does it work?
It’s a network system that can be integrated to almost any identification system including magnetic card readers, contactless card readers, and keyboard entry. It links with your network environment and connects all the MFPs, printers and software functioning as the input and output devices of that network. This makes information-sharing more secure, and helps you manage and control your print environment.
Where do I get it?
Most of the leading office equipment manufacturers offer this solution including Canon and Ricoh. You can contact your local office equipment provider to add the solution today.
Hear how Drew Campbell at Hospice of Marshall County in Alabama uses this to keep his patient records secure.
Sources:
RICOH “Story 6: Document Security”. Ricoh.com. 2011. Monday June 27, 2011.
CANON “Print Productively While Controlling Costs”. imageware.com. 2011. Monday June 27, 2011.
Drew Campbell, IT Director at Hospice of Marshall County, May 16th, 2011.
