Tag Archives: print tracking software

Secure print tracking software and why organisations need it.

Integrated print management software ensures printed documents are secure and remain confidential.

Secure printing for any organisation is vitally important where sensitive information is concerned. Using secure print tracking software is essential in maintaining an organisations credibility.

Any breaches of the Data Protection Act of 1998 can lead to fines issued by the ICO (Information Commissioners Office).

Professional services companies and local government organisations are particularly susceptible where client data is concerned.

The days when reams of paper were left discarded at the printer should be long gone; leaving confidential information for anyone to pick up and read is careless in today’s office environment.

Sensitivity of data is paramount particularly in departments of local government such as childrens’ services who deal with sensitive data on a day to day basis.

Implementing a secure print management solution and secure network printing ensures that only the person who prints the information can collect and view it using user authentication.

Case study

For one City Council this proved to have a serious effect on the department and yet the situation could easily have been avoided. Two case workers who work with vulnerable children, printed reports to a shared network printer with no secure print software in place.

The first case worker was trying to print a report on child A but the device failed to print, the case worker left with the print job still in the print queue.

The second case worker then went to print a report on child B from the same device by which time the first case workers report had actually printed.

Both prints outs were collected by the second case worker who mistakenly and unknowingly picked up papers relating to child A.

As a consequence of this, the mother of child B was sent personal details of both child A and child B. This was reported to the ICO and the city council.

The mother of child A was also contacted by mother of child B and advised of this breach in confidentiality.

This incident happened because of human error; it wasn’t done intentionally but in this instance it caused embarrassment to the council. The incident was further compounded by the lack of secure print management software. The printing and despatch of sensitive data to clients did not include adequate checks.

Steps taken

As a direct result of the mis-management of information the council installed a new printing procedure requiring staff to enter an ID at the device before their documents can be printed and released.

Any documents which are not printed within twelve hours are auto-deleted from the print queue. This removes any unwanted print jobs from the system.

“Integrated print management software ensures printed documents are secure and remain confidential” 

Setting up print management software that networks printers and MFPs (multi-functional printers) is the the most effective way for safe guarding against print mis-management which can potentially lead to data protection breaches.

Print tracking software saves time and money and is the easiest way of avoiding data protection breaches.

Print tracking software saves time and money and is the easiest way of avoiding data protection breaches.

Benefits of print management software

  1. User authentication before the print job starts means that only authorised people can collect their finished print jobs
  2. By enforcing print rules, print jobs can be allocated to the most economical and efficient printer
  3. There is a potential print saving of up to 30% on print costs
  4. With an effective print management tracking solution in place, printed jobs are only printed when authorised reducing paper wastage and complementing a greener office policy

If you require more information on how setting up a secure print management solution or print tracking software can help your organisation save money, enhance confidentiality and reduce print costs then contact Digital Print Management on: 01234-271156.

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Managed print services and how to reduce paper and print costs.

Managed print services will save a company time and money by deploying the right printer for the job

Managed print services allows user authentication,reduces print/copy costs and reduces paper waste.

Optimising a managed print service solution offers substantial cost savings. By effectively re-routing and managing the amount of paper and printing processed in your office.

One of the many frustrating challenges for organisations these days is obtaining a reduction in the volume of print and paper processed across a company.

The management of paper, print and print devices is a tangible cost, but because it is often overlooked, it is not perceived as a true cost reflected on the bottom line.

Simply recycling paper, implementing a duplex print strategy (printing both sides) or using recycled paper as part of a company’s drive to go green won’t save a company money in the long term.

Dispensing with mountains of paper often secure or confidential information requires the services of a secure disposal company but that all adds to the costs of managing your paper-flow.

Many companies delude themselves in to thinking that the office doesn’t print more than is necessary instead they stock pile paper, re-print see an error and re-print again without any consideration for the environment or the cost implications to the company.

Only when an organisation starts to analyse when, where and  how often paper is being used and what the re-ordering frequency is do the costs of printing become visible?

Implementing a managed print service strategy helps reduce print costs, removes unwanted printing and enforces print rules such as colour used appropriately or simplex/duplex printing.

Companies are over burdened with many print devices – desk top printers, scanners, photocopiers with employees overly protective of their desktop printers.

Cost reductions are achievable with a reduction of 3:1 by implementing modern MPS (managed print services) and MFPD’s (multi functional print devices) factor in the sizeable reduction in consumables used across an organisation and the reduction in cost becomes apparent.

With a highly mobile work force employees want to be able to print anytime and anywhere. There is the concern of secure printed information being visible to prying eyes and the management of how and when printed documents are managed in the paper-flow.

Secure print tracking software eliminates confidential information being left on the printer.

Secure print tracking software eliminates confidential information being left on the printer.

  • How do you prevent wasted paper?
  • How do you keep printer consumable costs down?
  • What happens to unclaimed documents?
  • How am I going to print off secure documents without my desktop printer?

Removing the need to rely on a single printer, users are able to divert their print jobs to the most cost efficient printer and not have to worry about a device being out of service or having to wait for I.T. to resolve the problem.

Using secure print technology with user authentication further increases what gets printed where, when and by whom as the print job can only be released once the user authenticates the print job at the device.

A secure document release application and secure print tracking software encourages user mobility, minimises paper waste and protects personal information or customer confidentiality.

Intelligent print rules and routing software removes the burden of the user to decide which printer is best for each job because when the user hits “print” a window pops into view advising the user which printer and what the cost is for the printing of his/her job.

Implementing an MPS solution will save you time and money in the long term. In the short term, here are some easy to implement solutions that can be put in to practice immediately in addition to utilising a managed print services solution:

Managed print services reduces print costs, removes unwanted printing and enforces print rules

Managed print services reduces print costs, removes unwanted printing and enforces print rules

  1. Duplex (double-sided) printing get more out of each of the pages you print, print the odd pages first by setting your printer and then print the even pages thus reducing the number of sheets you use; particularly useful for when you want to print notes.
  2. Print in a smaller font/typeface – as long as you can still read it you will fit more content onto the sheet.
  3. Check before you print – using the print preview button ensures you can see what you are going to print and change the margins or scaling in the document if you end up with a page with only two lines of text.
  4. Print only the pages you need – using the print preview button allows you to print the pages you want to print and in the print dialog box you can enter the page ranges required.
  5. You can also adjust your page settings by simply reducing the header and footer  and left/right margins enabling you to fit more content onto the page; which will equate to fewer pages printed.
  6. Print multiple pages onto a single sheet of paper using font size 12 which tends to be the default for many people the document is still legible.

Finally, you can significantly reduce your print costs by working with a print management specialist who will evaluate your print requirements and will discuss with you solutions and the implementation of a relevant managed print services solution.

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