Tag Archives: Print Tracking

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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How print management software saves you money.

How to automate print in your company employing print management software.

Most companies have the option to insource or outsource their document printing and manage document flow thereby managing print costs.

Print management software helps companies gain control and management of their printing to reduce costs, increase document security by automatically enforcing printing rules, authenticating users and identifying and allocating document costs.

I’ve exemplified the benefits that can be had by outsourcing documents and demonstrated effective ways where organisations can save money.

But, what if an organisation can’t or simply wont outsource these business processes due to system limitations or compliance to a specific process and or system?

Like every story there are always two sides.

What can a company do to ensure its paper flow is…

kept flowing?

Implementing a strategic print management software application can ensure you automatically control and manage how print flows through your organisation satisfying three primary objectives:

  • improve productivity
  • maximise time
  • reduce paper

Using a print management application with effective print controls automates and optimises the way print moves around a building. Setting specific print controls and denying users printing from certain open applications such as email and automatically re-routing that task to the most cost effective printer such as a mono printer rather than an ink guzzling colour cartridge printer can help drive down the print costs for a company.

Industry analysts estimate that over 44% of printing is unncessary. We print things more than once, instead of selecting the pages we print which might only be one page we end up hitting the “print all” button.

Wasted paper, consumables, escalating electricity bills are the hidden costs behind unnecessary printing therefore opting for print management software helps companies regain control and management of their printing to reduce costs and increase productivity. 

By measuring, monitoring and managing print activity, print management software provides a way for companies to gain a clearer picture of a company’s printing needs and then enables the effective deployment of equipment to meet those needs without spending capital on printing technologies that are either inappropriate for the tasks required or are so costly that the ROI will take years.

The deployment of print management software tools within an organisation helps employees become more aware of their printing habits, provides tools to enforce print policies by re-routing print jobs to cheaper printers, reduce print/copy costs, improve document security on the network and eliminate waste and inefficiencies within an enterprise.

What exactly does a managed print service do for a company?

  • An MPS (Managed Print service) tracks print, copy and scan activity company wide
  • Allocate document costs to a department or office
  • Set and enforce print/copy quotas to prevent paper waste
  • Makes printing easy and convenient and more secure
  • Re-direct print jobs to more cost effective devices
  • Reporting functionality which enables a company to keep print costs down

Deploying a cost effective print managed service can save a company money if implemented in the right way.

What do you do to keep print costs down?

What strategies have you employed to reduce the amount of paper that flows through your company?

Let me know what has worked and what hasn’t?

If your company is slowly going under paper then call us to discuss your requirements.

In the first instance we will do a print audit  free of charge.

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