However, printing environments—an integral part of business operations—frequently escape the stringent scrutiny applied to other information systems. This oversight can lead to significant security vulnerabilities which can impact the confidentiality, integrity and availability of business-critical and staff and customer’s personal information.
Incorporating advanced managed print solutions like FollowMe Printing can profoundly enhance the security posture of organizations, helping align them with international and regional regulatory standards such as ISO 27001:2023, the Sarbanes-Oxley Act (SOX), UK and European General Data Protection Regulations (GDPR), and the US Health Insurance Portability and Accountability Act (HIPAA).
Single-function printers, multi-function printers and scanners often can be the weakest link in the security chain, providing an open gateway to sensitive information leakage. Documents left unattended on unmanaged and unsecured desktop or network workgroup printers, is a prime example of potential security breaches waiting to happen. Solutions that manage the document output environment, such as FollowMe, address such vulnerabilities by ensuring that documents are released only to authenticated users and by managing the document lifecycle from creation to deletion, and that devices cannot be used until authenticated.
The CIA triad—Confidentiality, Integrity, and Availability—is a cornerstone of information security. Here's how proactive print management aligns with these principles:
ISO 27001 is an international standard for information security management. It requires organizations to assess risk and implement appropriate controls to mitigate them. Managed print services (MPS) play a critical role here by ensuring that print environments are secure, thus helping organizations meet ISO 27001 requirements. FollowMe Printing, for example, contributes by providing secure authentication, transmission, and storage of print jobs.
SOX mandates the protection of financial data. MPS addresses SOX compliance by providing detailed audit trails for print jobs, thereby ensuring the integrity and confidentiality of financial documents.
GDPR imposes strict rules on the handling of personal data of EU citizens. MPS solutions like FollowMe Printing ensures that printed personal data is handled securely, with access controls and data processing logs that aid in compliance and protect against data breaches.
For healthcare organizations, HIPAA requires the safeguarding of Protected Health Information (PHI). FollowMe Printing helps these organizations comply by securing print jobs, maintaining detailed logs, and ensuring that PHI is not accidentally exposed on print devices.
Audit trails are vital as they provide a record of who accessed what information and when. This not only helps in detecting potential security incidents but also in preventing them. FollowMe Printing includes comprehensive logging of all print activities, which is crucial for forensic analysis and compliance audits.
Monitoring print jobs and usage not only helps in maintaining security but also aids organizations in optimizing their print infrastructure, thus reducing costs and improving efficiency.
As cyber threats evolve, so too must our approaches to security. Proactive management of print environments ensures that organizations can adapt to new threats as they emerge. Technologies such as machine learning can be integrated into MPS to predict and prevent potential security breaches before they occur
While often overlooked, print management is a critical component of an organization's overall information security strategy. Solutions like FollowMe Printing not only enhance security but also ensure compliance with various international and regional standards, thereby safeguarding sensitive information across all printed materials. By proactively managing their print environments, organizations can protect themselves against potential data breaches and align their operations with best practices in information security.
Do you have any questions about your organization’s print security and compliance?