Enhancing Security With Managed Print Services: Tips and Techniques

As technology continues to evolve, small businesses face increasing risks in their operations. One of any business’s top priorities should be to secure its reputation and its data — both company and customer information.

Print security may not be top of mind as you’re leading your own business, but secure printing is crucial in safeguarding sensitive information. This is especially true as many businesses have shifted to rely on online document transfers and cloud computing.

Managed print services (MPS) provide a solution, helping enhance security and efficiency in your printing practices.

Why Print Security Is Important

Your business handles a range of sensitive information each day — contracts, financial records, customer data, and more. Much of this data is routed through printers.

Quocirca's 2023 "Print Security Landscape" survey showed that 61% of organizations had reported at least one instance of data loss from a print-related breach in the past year, which means this risk is more prevalent than you may realize.

The risks are high for print-related breaches, including heavy financial consequences, a loss of client trust, noncompliance violations from regulatory organizations, and a loss of data. Small businesses are especially vulnerable to these risks, as they often have a more limited IT infrastructure and are more likely to be using outdated printing devices and practices.

How Managed Print Services Work

MPS providers help businesses maintain their printing and document management processes. A business may need updated software or equipment, a review of its data at risk and current practices, and the implementation of a print security system.

MPS organizations are important since many businesses don’t have the bandwidth to ensure these protections are in place on their own. An MPS provider gives you a holistic solution to efficiency and security when it comes to printing. 

Key MPS security features include the following:

• Secure print release requires the user to authenticate their identity to collect printed documents.
• Encrypted data transmission between devices helps ensure no data is uncovered when documents are shared.
• Monitoring and auditing print activity allows businesses to detect anomalies and red flags.

By outsourcing to the experts, your business can access advanced security tools and strategies, receive regular updates and maintenance for its printers and software, and reduce the burden on its in-house staff.

8 Tips and Techniques for Enhancing Print Security

Make sure your business stays proactive against emerging threats with these strategies:

1. Conduct a print security assessment: First, audit your current printing environment. Identify vulnerabilities and gaps in your hardware, software, and user base.
2. Implement authentication: Techniques like ID badges, biometric access systems, and PIN codes can prevent unauthorized access to your printing systems.
3. Encrypt your data: End-to-end encryption ensures your data is protected and isn’t intercepted by bad actors.
4. Regularly update your firmware and software: Outdated systems pose major risks, as hackers can more easily infiltrate them and access sensitive information.
5. Monitor your printing activity: Put a system in place to track internal print usage and automatically detect irregularities. Generate usage reports for compliance and audits.
6. Dispose of your old printers properly: There are secure ways to dispose of old devices to ensure adequate data erasure and proper recycling.
7. Educate your employees: Train your employees on print security best practices. These may include printing only necessary documents and ensuring physical documents are always secured.
8. Leverage an MPS provider: Third-party MPS providers can simplify print security for you with expertise that your in-house team may not have.

How to Choose the Right MPS Provider

Finding the right MPS provider is an important first step in strengthening your business’s print security. Consider these key points when looking for the right partner:

• Experience: Look for a provider that has experience handling print security for small businesses in your industry.
• Customization: You want a partner that can tailor its services to meet your needs so you’re not overpaying for solutions you don’t need.
• Communication and support: Talk to potential MPS providers about how they'll communicate with your business and how accessible support will be if an issue arises.
• Monitoring: Find an MPS company that continuously monitors your print program and delivers updates as required.

Watch out for red flags like a lack of transparency. You always want to know what’s going on with your print security program and the reasoning behind your provider's policies. 

Working with a reliable MPS provider gives you and your employees peace of mind so you can keep focusing on the growth of your business.

Why Standley Systems?

Print security should be a top priority when it comes to business risk management. Large volumes of company and customer data may run through your printers and related software, so you need a system in place to protect that data. 

Be diligent when looking for an MPS provider so you know you’re getting the expertise, personalization, and technology you need to succeed.

At Standley Systems, we’re committed to providing comprehensive print services to help you maintain your equipment, software, and document management solutions with security in mind. Contact us today to learn more.