Print Security: Protecting Sensitive Data From Creation to Disposal

Every day, businesses and individuals print sensitive information. This could be anything from financial records to medical reports to legal documents. But what happens to that information once it’s printed? How can you be sure it doesn’t end up in the wrong hands?

This is where print security comes in. Print security is the process of protecting sensitive data throughout its entire lifecycle, from the moment it’s created to the moment it’s destroyed.

Why is Print Security Important?

Data breaches are becoming increasingly common. And they can be costly. The average cost of a data breach is now $4.24 million.

Printed documents can be an easy target for criminals. Think about it: a stolen laptop can be password protected, but a printed document lying on a desk is readily accessible.

Recent news stories highlight the very real consequences of data breaches. For example, the ongoing securities class action against Walgreens Boots Alliance, Inc. (WBA) serves as a stark reminder of the potential fallout from compromised data. While the details of the case are complex, the core issue revolves around allegations of misleading investors, which could stem from various factors, including potential data security lapses. This case underscores the importance of robust data protection measures for all companies, large and small.

Key Areas of Print Security

Effective print security is a multi-faceted approach. Here are some key areas to focus on:

1. Secure Printing Practices:

• Password Protection: Always password-protect sensitive print jobs. This prevents unauthorized access to documents while they are in the printer queue.
• Pull Printing: Implement a “pull printing” system. This requires users to authenticate themselves at the printer before a document is released. This prevents documents from being left unattended in output trays.
• Print Management Software: Utilize print management software to track printing activity. This allows you to see who is printing what, when, and where. It helps identify unusual printing patterns that could indicate a security breach.

2. Physical Security Measures:

• Secure Printer Location: Place printers in secure locations, ideally within sight of employees. Avoid placing printers in high-traffic areas or hallways where they are easily accessible.
• Printer Access Control: Implement access control measures for physical printers. This could involve keycard access or other authentication methods to limit who can interact with the printer.

3. Secure Document Disposal:

• Shredding: All sensitive documents should be shredded before disposal. Invest in a high-quality shredder that cross-cuts documents into small pieces, making them difficult to reassemble.
• Secure Recycling Bins: Provide designated, secure bins for disposing of sensitive documents. These bins should be locked and clearly labeled to prevent accidental disposal in regular recycling.

4. Employee Training and Awareness:

• Security Protocols: Educate employees on print security protocols, such as password protection and secure document disposal.
• Social Engineering: Train employees to recognize and avoid social engineering tactics, such as phishing emails, that could compromise print security.
• Clean Desk Policy: Encourage a “clean desk” policy where sensitive documents are not left unattended on desks, especially overnight.

Real-World Example: The Healthcare Industry

The healthcare industry handles vast amounts of highly sensitive patient data, making print security paramount.

Imagine a scenario where a hospital prints patient medical records for a doctor’s review. Without secure printing practices, these records could be left unattended in the printer tray, potentially accessible to unauthorized individuals. If a patient’s name, medical history, or other sensitive information were to fall into the wrong hands, it could have serious consequences for both the patient and the hospital.

By implementing measures such as pull printing, secure printer locations, and employee training on handling confidential information, healthcare facilities can significantly mitigate the risk of print-related data breaches.

Conclusion

Print security is not a one-time task but an ongoing process that requires vigilance and attention to detail. By implementing comprehensive print security measures, you can significantly reduce the risk of a data breach and protect your sensitive information from falling into the wrong hands.