8 Print Security Features To Look for in a New Printer

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Multi-function printers (MFPs) have become an integral part of modern office environments, but they can also pose security risks if not equipped with the right features. Understanding the importance of security features is crucial in safeguarding your business data from unauthorized access or data breaches.

When evaluating options for your next multi-function printer, there are several key aspects to consider. The choices you make now, can help protect your business data and prevent unauthorized access to sensitive information later.

Let’s look at the following topics: 

RELATED: 2024 Print Security Trends 

8 Important Print Security Features to Consider in a New Printer

MFPs have lots of security features. Some are standard, while others are optional. We recommend that you do your homework and learn what is available, in order to select the MFP model and options that best fit your organizational needs.

Here are eight print security features that have benefited many of our customers:

  1. Secure Printing Release: This feature allows users to release their print jobs at the printer, ensuring that confidential documents are not left unattended in the output tray.
  2. Two-Factor Authentication: Two-factor authentication adds an extra layer of security by requiring users to provide additional credentials, such as a PIN or ID card, before accessing the MFP's functions.
  3. Centralized Fleet Management Tools: These tools enable IT administrators to manage and monitor multiple MFPs from a central location, ensuring consistent security settings and firmware updates.
  4. Locking Paper Trays: Secure MFPs offer the ability to lock paper trays, preventing unauthorized access to printed documents.
  5. Data Encryption: Encryption ensures that the data remains secure while being transmitted between the computer and the MFP.
  6. Mobile Print Management: With the increasing use of mobile devices in the workplace, it is essential to choose an MFP that supports secure mobile printing, allowing employees to print from their smartphones or tablets.
  7. Anti-virus Software: Some MFPs come with built-in anti-virus software that can help protect the device from malware and other security threats.
  8. Firmware Management: Regular firmware updates are crucial for maintaining the security of MFPs. Look for devices that offer easy and secure firmware management.

By considering these essential security features, you can significantly enhance the overall security of your business and protect your sensitive data from potential threats

RELATED: Printer Fleet Management 101 

Enhanced Security Benefits of Working with a Managed Print Services Provider

Managed Print Services (MPS) providers can play a crucial role in enhancing the security measures of your print fleet. In addition, MPS providers offer comprehensive solutions to optimize your printing environment while ensuring maximum security.

Ready to learn more about what a MPS provider can do for your business? Here’s some common security-related benefits of partnering with a MPS provider:

  • Fleet Optimization: When a MPS provider conducts a needs assessment, surveys your business goals and maps out your current printer placement, you’ll gain a greater understanding of your print fleet as a whole and what may need to be optimized.
  • Secure Set-Up Measures: MPS providers can help you set up your MFPs in a secure manner, ensuring that default passwords are changed, network connections are properly configured and other security settings are implemented.
  • Service Technician Identification: By working with a MPS provider, you can ensure that only authorized service technicians have access to your MFPs. This helps prevent unauthorized individuals from tampering with the devices or gaining access to sensitive information.
  • Annual Security Reviews: MPS providers can conduct annual security reviews to assess the vulnerabilities in your printing environment and recommend necessary security enhancements.
  • Protocols for Secure End-of-Life Measures: When it's time to replace or dispose of your MFPs, a MPS provider can help ensure secure end-of-life measures, such as data erasure and proper disposal to prevent data breaches.

By leveraging the expertise of a MPS provider, you can enhance the security of your MFPs and mitigate potential risks. 

RELATED: How to Implement Zero Trust Printing 

Gordon Flesch Company – Your Partner in Print Security

Secure set-up, enterprise-level print security and the peace of mind in knowing that secure end-of-life measures will be in place, are only a small part of what to expect when you partner with Gordon Flesch Company.

Our goal is to be your print security partner throughout the entire life cycle of your printer fleet. We’re here to inform you of print security best practices, potential threats and solutions that will enhance your organization’s overall security.

Looking to learn more about print security? Download your free copy of our Cybersecurity for Your Printer infographic to find out the facts – and more! 

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