Print Security and EUGDPR

Friday, 23rd June, 2017

Are you ready? Don't forget about your printing.

I’m guessing most of you reading this will have heard about the European Union General Data Protection Regulation (EUGDPR) which comes into force on 25th May 2018. And no Brexit won’t make it go away – the UK government has already confirmed it will come into force regardless of the UK leaving the European Union.

EUGDPR is a weighty bit of legislation and I’d recommend the ICO’s website as a good source of information for anyone wishing to learn more and get up to speed quickly. Protecting your customer or staff’s data makes good business sense, because increasing data trust and confidence can be translated into a competitive advantage for your business.

Getting prepared

As part of your preparations, there are 12 key areas to consider including; understanding your data map and how data flows through your business, who has access and why, you also need to have the right infrastructure in place, one that offers privacy by design and provides the right levels of data protection. You will also need to identify ‘risk’ areas, one of these (and, in our experience, often overlooked) is printing. Research on EUGDPR, from IDC Europe, revealed that 60% of respondents ‘were unaware that GDPR includes print’

Data breach

Ask yourself whether you have the systems and processes in place that help protect data that is printed. You don’t want a data breach to be caused by something as simple as a confidential document that has been left at the printer and has then got into the wrong hands. To put this into context, again according to IDC Europe, 15 – 20% of print jobs are never collected, which is a shockingly high percentage. 

Good News

But there is good news, this is an easy loophole to close. By deploying a print management solution, which enforces secure print release; this means the originator of the print job has to identify themselves at the MFP or printer before they can release their printing. This process eliminates not only a potential data security breach but is more productive for staff,  as many jobs can be queued and released at one time, reducing the amount of time spent dashing to printers to collect jobs. Additionally, unwanted print jobs can be deleted at the printer, which also reduces waste.

Don’t let your organisations printing function be your one area of weakness, make sure you include this as part of your GDPR planning and if you don’t currently have a print management solution in place the good news is you still have 11 months to rectify this!

AIT offer a number of print management options and we would be happy to discuss how these will help your GDPR compliance. Click here or here for more information. Alternatively, you can call us for an informal chat on 0113 273 0300