Privacy & Managed Print: 5 Reasons to Implement Managed Print Solution within your Office

Managed Print Solution – Enhancing Efficiency and Cost Savings

In order to operate your business day-to-day efficiently, companies must quickly and accurately share, print, and archive business critical information. As the many industries continue to advance data privacy, security & standardizations, companies should consider implementing a managed print solution (MPS) to ensure sensitive information is printed securely. Changing the print environment in any organization can be a challenge, staff can be quite emotionally attached to the way they use printing. Here are a few points business professionals should be aware of when considering their print environment options.

Sensitive Data Breaches Come with Hefty Costs

Organizations considering improving the security of their print devices should weigh the cost of inaction– the average cost of a data breach continues to rise to 4.35 million in 2022, up from 4.24 million in 2021 according to IBM’s global security report. While the majority of the cost is due to lost business, state and federal privacy laws can bring big fines, up to $50,000 per violation. In the first half of 2022 alone, there have been over 335 reported breaches by the Department of Health and Human Services. No industry is immune to the hefty cost of a sensitive data breach.

Use Print Visibility to Help Validate Compliance

A critical component of any compliance program is print visibility. Organizations must ensure that they are printing sensitive information in secure locations, in secure formats and with secure printers. While most companies will prioritize compliance on a federal level, there are over 52 different state laws that focus on privacy and data security. Print visibility helps to ensure that these requirements are met by providing real time data on all printing activity within your organization. Managed print services can ensure that only authorized personnel have access to secure printers and that this access is audited on a regular basis.

Security will Increase

Without a managed print service, your organization is at risk since it lacks centralized control of all printing devices. A managed print solution offers secure remote management of printers via encrypted network connection. This allows your IT team to manage all aspects of printer fleet operation with enhanced visibility into printer status and firmware versions. With this type of solution in place, IT teams can ensure that each printer is up to date on software versioning which reduces the risk of vulnerability associated with unauthorized access or malicious activity on these devices.

Service & Monitoring can Minimize Downtime

Downtime in any business hurts the operational flow. A managed print solution minimizes printer downtime, so your organization will never have to deal with the headache of having to go without printing services for long periods of time. You can rest assured knowing that your company will always be able to receive the information it needs in order to operate efficiently as well as receive component failure data as soon as possible.

Managed Secure Scanning Protects Data at Intake

Secure scanning is the most effective way to ensure the security of sensitive data during and after intake. This can help protect your organization from penalties handed down by federal & state agencies. An MPS can allow your IT team to set policies on who has access to specific files or how long they can stay on your servers, greatly automating the sensitive information intake process.

A Smart Start

In the end, there are numerous benefits to using a managed secure printing service. Whether you are protecting your organization from data breaches, recovering from a costly interruption in service, or simply looking for a way to save on operating expenses – replacing your current print solution with one that is managed and secure could be a worthwhile investment. However, you don’t have to go it alone, if you are looking for ways to secure your printing assets and maybe save some sanity, let us provide a free IT Print Network Risk Assessment today.