How to ensure secure printing in the modern digital workplace

In the modern digital workplace, unsecured printing poses major risks that can compromise sensitive business information. Unauthorised access to printed documents, either through printer hacking or taking unclaimed prints from printer trays, could lead to data breaches, exposing confidential company data, personal employee and client information, or proprietary materials.

Companies must understand how to ensure secure printing in the modern digital workplace to avoid expensive and potentially devastating data breaches through their print environment. By implementing Kyocera secure MFPs and accompanying print software, businesses can achieve secure printing in the modern digital workplace.

What are the risks of unsecured printing?

Any printing device connected to the internet can be vulnerable to cyberattacks, as they serve as entry points for hackers to infiltrate broader network systems. This risk is amplified by the modern wave of remote and hybrid work environments, where printers may not be as closely monitored. Alongside the growth of hybrid working, cybersecurity has taken leaps and bounds in recent years, but cyberthreats too have become more sophisticated. Therefore, companies need to ensure their print fleet is secure, both in the workplace and across employee home offices.

Moreover, as more and more teams scan and digitise documents, companies also need to be aware of the risks of sending digital files from one location to another. A huge part of any company’s digital transformation must be the adoption of cybersecurity practices and secure document management tools.

Understanding the risks posed by unsecured printing is the crucial first step for implementing effective security measures to protect organisational data against malicious third parties and maintain compliance with privacy regulations.

Implement secure print solutions by Kyocera

Implementing secure print solutions is essential for protecting sensitive company data in the digital workplace. Some of the Kyocera secure MFPs are equipped with K-level security, Kyocera’s highest firmware level of security. This feature provides TASKalfa 3554ci series users with optimal security in the face of hackers. 

Many of Kyocera’s office printers and MFPs are fitted with the latest security features, such as data encryption, which protects information during transmission and storage, and user authentication, which ensures that only authorised personnel can access and retrieve printed documents. Prints will not be released by devices until the print owner has presented their ID card or code at the device. User authentication and access control are vital for secure printing, ensuring that only authorised users can access and retrieve sensitive documents.

Additionally, Kyocera’s secure print management software Kyocera Cloud Print and Scan allows for centralised control, providing administrators with tools to monitor and manage print and scanning activities across the organisation. By adopting such solutions, businesses can significantly reduce the risk of data breaches and enhance overall information security.

Monitoring print activities in your organisation

Monitoring and managing print activities is crucial for maintaining a secure printing environment. Implementing print management software allows organisations to track and audit all print jobs, identifying any suspicious or unauthorised activities.

On top of that, setting print quotas and permissions can prevent excessive or unnecessary printing, reducing the risk of sensitive information being left unattended. Some companies also have certain printing devices for certain teams, so colleagues from another part of the company are never using another team’s devices, thus limiting risks of data leaks. As well as monitoring print activities closely in your organisation, there are other best practices for secure printing that are simple but effective to adopt.

Best practices for secure printing in the modern digital workplace

First, it is wise to stay up to date with printer firmware updates to protect your devices against vulnerabilities. Moreover, implementing user authentication methods will ensure only authorised individuals can access print outs. It is also recommended to use data encryption for printed documents. Kyocera’s printing devices and software are designed to meet these needs so companies don’t have to worry about security in their print environments.

Finally, we suggest that you educate your employees about the importance of secure printing and best practices to foster a culture of security awareness within the company. This will equip your modern digital workplace with the tools it needs to practice secure printing.

How to ensure secure printing in the modern digital workplace

In this modern age of digital transformation, it is more important than ever for companies to adapt their print environments to keep up with sophisticated modern cyberthreats. This means understanding the risks of unsecured printing and employing best practices to protect printed data.

Businesses can implement Kyocera secure MFPs into their work flows to develop a secure print fleet, backed by secure print management software, to ensure all printed data is encrypted and access permissions are in place. Get in touch with our experts to discuss implementing a secure Kyocera print fleet and get ready to experience K-level security.