As Cybersecurity Awareness month continues, we feel it’s important to place extra focus on how to secure print in the workplace and ensure we’re protecting documents, especially confidential ones. Have you ever gone up to retrieve a document from the printer only to find it’s not there? You’re not quite sure if there was a mishap in printing, or if someone else picked up your document by mistake.

The loss of a print job can not only be frustrating, but it can be a huge security risk if the document contains confidential or private information. This is especially important for organizations in industries that deal with PII (Personal Identifying Information) such as Healthcare, Education, Legal, and Financial Services. Print management software is a great way to safeguard important and confidential documents, and to ensure that only authorized people have access to their information. However, if you have a Xerox printer, you have access to an incredible secure print feature that enables you to keep data secure by waiting to print out your documents until you are physically at the printer to pick them up.

safeguard documents with secure print

Secure Print Feature by Xerox

Secure Print works by allowing you to assign a password / PIN (Personal Identification Number) to the document when you send it to the printer.  The document will not print until you walk up to the printer and release the document to print using the password / PIN you assigned.  The secure print feature is activated in the driver when you send the job to print.

Check out this video of how to use the secure print feature on the Xerox VersaLink C405 Color MFP, a fantastic business printer:

This is a great way to safeguard your documents that have sensitive information, such as documents containing credit card numbers, and social security numbers.  Jobs with confidential work product, medical information or simply your home address also benefit from the use of secure print to keep information out of the wrong hands.   It will also keep any wandering eyes from reading your documents as they sit in the output tray. The feature will also keep your document from walking away in the hands of someone else because you will be there when it prints.  You can send several documents to the printer, and they will not print until you are at the printer to release them with your password/ PIN.

The principles are the same for other products that have the Secure Print feature, but as always models and drivers differ so your screen may look a little different.  To get more information please go to the Xerox support page and enter the model number of your device.  Search on “Secure Print” to see if the feature is available and if so, how to use the feature. You can also contact us here at Parmetech as well for assistance – we are a Xerox Platinum Authorized Reseller and Xerox Authorized Service Provider.

(From the editor: Portions of this article originally published on At Your Serivce)