In a world with continuously evolving legislation on data and its protection, making sure your customer’s details do not fall into the wrong hands, is fundamental like no other time in history.
Did you know that your printers have hard drives, which contain binary information about every single print ever processed through that machine? Did you realise that forgotten prints could leave extremely sensitive data exposed to the eyes of everyone in your organisation and beyond?
Scary stuff when you think about it. The full enforcement of the EU’s General Data Protection Regulation (GDPR) in May 2018 means no company can afford for these user (human) errors to happen. Ever.
With high quality multi-functional devices, such as those provided by global leader Konica Minolta, robust, secure protection is provided as standard. The technology exists today that will protect the printing, photocopying, scanning and faxing of your business straight away.
Additionally, there is also a suite of software available with enhanced technology, which will help guard against simple human error leaving you unprotected. “Find Me” printing solutions are perfect for this, and these types of software include many other features and benefits straight away. They have many other names in the industry, from “Pull Printing”, “Push Printing” and “Follow Me” printing, to name a few.
So, what does this technology do? Simply speaking, it allows you and your colleagues to control where documents are printed. If you are a manager who looks after teams of people, their contracts, disciplinaries, pay raises, grievances and much more will appear in your inbox over time. Printing them off securely is not only a legal obligation, but an obvious one. Those pages landing in the wrong hands could lead to unrest within the organisation, and with GDPR being enforced, could have further consequences.
With a good print management software, you can add all of your company printers to a single “virtual” queue. All of your active employees can be added to the solution using a user directory import, such as Microsoft Active Directory. Their details will be passed to the software’s database, and will allow them to register Personal Identification Number (PIN) and/or a swipe card access.
Being able to print to the closest printer in a long list of printers can be painful for staff. If they share multiple printers in an open-planned office, using this type of tech frees them from the difficulties of printer selection. Rather than print, and go to collect, they select to print, and they then “release” the print job where they are, and collect it there and then. It also means that employees will think about their work being printed, as any prints left unreleased, can be automatically deleted after a set period of time.