Professional Services

Is your printing GDPR compliant?

By BTT Group

overhauled how businesses process and handle data belonging to EU residents. This means the regulation, which came into force in May 2018, applies to companies that are in and out of the European Union. GDPR came in alongside the 2018 Data Protection Act as the earlier version was deemed no longer fit for purpose. Your business will have already


identified multiple areas that needed to be taken care of before GDPR came into effect, but one factor you may not have yet considered if your printers, and how they could be affected by this regulation. If you're still unsure, the process

can be broken down into five steps to make your printing and document management GDPR- compliant.

1.Secure your printing device You need to ensure you secure the end-to-end workflow of your printers. Everything needs to be considered, from when the print job is requested to how the document is handled after printing.

2 Stop unwanted printing It'd be no surprise if your company throws out hundreds of documents that have been falsely printed or forgotten about. With two-factor print release, the job isn't printed until the user authenticates at the machine.

3. Protect documents even after printing Now that two-factor authentication ensures documents land in the right hands, what next? How are they protected after print? How are they destroyed after use? These questions must be addressed.

4. Allow data owners to access their info GDPR requires that companies holding data must allow data owners to access any data that the company holds about them. It's important that you allow your customers this access.

he General Data Protection Regulation (GDPR) is an EU regulation that completely

5. Allow customers to say goodbye GDPR also requires that you allow your customers to remove any information you have about them. Software solutions can offer a one- button ‘erase all’ function that does this for you.

Weaknesses in print security

range from advanced issues with encryption to rudimentary human error. For example, many businesses may be simply unaware that personal data is often transferred unencrypted via the network when printing. It’s also stored unencrypted on servers, or even on the printer’s HDD. And it’s often the case that

alternative workflows aren’t established – this is a crucial tool in preventing sensitive information from ending up the wrong hands. Without alternative workflows, any personal data could be sent to printers in unsecured locations. Even a document left unattended in a printer’s output tray could mean data isn’t being adequately protected. Of course, these are just some of

the potential hazard’s businesses will invariably encounter when securing their data in print. It’s inevitable that more complex challenges will become apparent as IoT technology continues to advance and permeate everyday business processes.

How to secure your print fleet In a nutshell, print security must now become a vital part of a businesses’ IT planning processes. And in doing so, they must consider the three key areas of print security. The first is devices. Many

organisations are filled with ageing, poorly secured print devices. The best defence is to implement secure access features that restrict who can use the output devices using predefined user access controls. The second area is the network.

With the increased use of mobile devices and the need to support BOYD initiatives, IT departments must strike a balance between providing users with the tools they need to boost efficiency, but at the same time minimise the risk of


intrusion across networks and connections. This could include digital certificates, port filtering, IP address filtering, role-based access control and more. The third and final area is their documents. Malicious printing can be prevented on a device by configuring it to only allow print jobs if the user is authenticated. They can also implement card authentication for access to physical facilities, print release solutions, and secure document monitoring. These deliver great visibility into physical documents and reduce the liabilities associated with insider threats.

‘Many businesses may be simply unaware that personal data is often transferred unencrypted via the network when printing’


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