In today’s digital world, protecting sensitive information is more important than ever. Whilst the main focus is on securing networks and online data, printing often gets overlooked—but it shouldn’t. It’s vital to understand the importance of secure printing. Leaving prints unattended can lead to data breaches, unauthorized access, and compliance risks.
Secure printing ensures that only authorized users can print and collect documents, keeping confidential information safe. In this blog, we’ll explore why secure print matters, how it protects your business, and simple ways to implement it for better security and peace of mind.
What Is Secure Print?
Secure Print is a feature that ensures documents are only printed when the authorized user is present, preventing unauthorized access to sensitive information. It requires users to authenticate at the printer using a PIN, password, ID card, or NFC device before releasing the print job. The importance of secure print lies in protecting confidential data, reducing waste, and preventing unauthorized document access. This is crucial for businesses handling sensitive information, ensuring compliance with data security policies and preventing potential data breaches.
What Is The Importance Of Secure Printing?
Secure printing is essential for protecting sensitive data, especially for businesses handling personal information. Without it, printers become security risks, exposing confidential documents to theft and misuse. Secure print solutions—such as PIN authentication, badge access, and encryption—ensure that only authorized users can release documents, reducing data breaches and compliance risks.
Beyond security, these measures cut waste, lower costs, and improve workflow efficiency. They also support remote and hybrid work environments while minimizing insider threats. Features like multi-factor authentication prevent the risky “print and run” habit, making printing both safer and more eco-friendly.
How Does Secure Print Work?
Printer manufacturers may have different ways to enable secure printing features, but the following is a basic guide on how it works.
- Choose the document you would like to print
- Select “Secure print” in the properties menu
- Once in the print queue, the document will be stored in the memory of the printer instead of being printed automatically
- With the print now at the printer of choice, the recipient can authenticate themselves to release the document.
For full, accurate information for your printer, we recommend following your printer’s user guide.
Canon Secure Print Comic
Canon have created their own comic book, highlighting the importance of secure printing, titled “Information Security In Action” It’s a free download on the Canon website
Difference Between Secure Print and Pull Print
Secure Print and Pull printing are two ways to print securely. However, it’s hard to spot the differences at first. Both are designed to reduce waste and protect sensitive data. But that’s where the similarities end.
Pull Printing
Pull printing allows users to send print jobs to multiple printers on the connected network, determined by the users choice. However, Pull printing does not require in-person authentication to release the prints. Having the option of multiple print points near the recipient reduces the risk of sensitive documents being left uncollected on the printers output tray.
Overall, the main point of Pull printing is to reduce waste and improve convenience whilst slightly improving print security.
Secure Printing
On the other hand, secure printing requires users to authenticate themselves before the printer releases their documents. This ensures that sensitive information stays protected. Methods like PIN codes, NFC tags, and biometric verification keep documents secure until the right person retrieves them. By preventing unauthorized access, secure printing helps protect confidential data and ensures compliance with security regulations.
Types Of Secure Printing
There isn’t a single way to print securely. Instead, there’s a variety of ways to keep your data safe, from NFC Tap and Print, Pin & Password protection, encrypted data and recipient authenticiation.
Pin and Password To Print
Pin and password printing can be used by any user with the correct credentials. It’s great for those working from home, who need to print a document at the office. Simply send your documents to print, and give the end user the pin/password. Then they can enter the credentials on the printer and the print will be released.
Biometric Authorisation
Most commonly found on third-party add-ons, Biometric authentication users fingerprints, or facial recognition (similar to unlocking a phone ) to allow the end user to receive their prints.
Encrypted Printing
Using encrypted documents is a way to protect your documents during the transfer from device to printer. By encrypting your prints, you’re adding a layer of security in the transmission process, which blocks external threats from intercepting your data.
Secure Print With NFC
Enhance print security with NFC (Near-Field Communication), ensuring that only authorized users can access printed documents. The “Tap to Print” feature requires a pre-configured NFC key, allowing only approved users to release print jobs. This adds an extra layer of physical security, preventing unauthorized access and safeguarding sensitive information.
How Does NFC Secure Printing Work?
Enabling NFC printing on your printer enhances security and efficiency. Documents are sent as usual but remain stored in the printer’s memory until a registered NFC card or authorized smart device is tapped. Only then are the documents printed and released. This not only strengthens print security but also reduces waste, improves efficiency, and boosts productivity.
Read our blog post to learn what NFC printing is.
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