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How to Print Confidential Documents Securely

Posted by Glenn Gibson

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June 27, 2017 at 7:01 AM

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No matter what kind of small business you own or work for, it is probably safe to assume it is important to you that your documents are always safe and secure, right? Making sure that sensitive documents remain confidential is increasingly vital in this digital landscape we work in, where online security is more important than ever before. In fact, according to our 2016 Consumer Insights Survey, 88% of respondents said it is important that the information in their office remains secure. While the survey also showed that 72% of respondents chose shredding as their means of keeping confidential documents safe, is that really enough? 

Think about the times you may have printed confidential documents and were on your way to pick them up from the printer before you got side-tracked by a colleague or another issue. It’s possible the documents could accidentally fall into the wrong hands, or be seen by other workers in the office. What if these documents contained sensitive information? It comes as no surprise that 60% of survey respondents admitted they are concerned about maintaining the confidentiality of documents when printing.

Keep confidential documents safe with Secure Print 

So what can you do? There is a really simple solution, one that every office can do, and that is use the Secure Print feature on your Fuji Xerox printer. When respondents were asked in the survey if they had ever seen confidential information from documents left at the printer, 24.3% of respondents admitted they had. If you don’t want your confidential or sensitive documents left in the output tray, available for anyone and everyone to see, Secure Print is the answer. Not only are your documents kept secure, because you choose the time your documents are printed, they are also protected by a 4 digit passcode you create at the time of printing. The print job is then held at the printer until you use your passcode to release it. You can also use that passcode for multiple jobs, so all your sensitive documents can be conveniently printed and collected at the same time. Secure Print essentially helps turn the workgroup printer into your own safe and secure personal printer.

How to securely print on a Fuji Xerox printer 

Printing securely and confidently has never been easier thanks to the Secure Print feature on many of our Fuji Xerox multifunction devices. Here’s how you do it on most of our devices* in 5 easy steps:

  1. On the file menu, click ‘Print’
  2. Click ‘Properties’ and then click on ‘Advanced’
  3. Under ‘Job Type’ select ‘Secure Print’
  4. Enter a 4 digit code
  5. Go to the printer and select the ‘Job’ and enter your 4 digit code

*This varies from device to device: see your user manual for exact instructions.

Secure Print isn’t your only option when it comes to giving you peace of mind that your sensitive documents remain secure. Fuji Xerox Printers have a range of security features available in our multifunction printers that are specifically designed to stop confidential documents getting into the wrong hands. Our multifunction printers offer: 

  • Authentication: authorised staff need to use their card or an access code to release print jobs.
  • Access: define your own rules on what documents can and can’t be printed and who can print them.
  • CentreWare Internet Services: offers basic reporting on a device’s print, scan and fax history. This feature helps identify where the leak has come from should one occur in a company.

Fuji Xerox printers that offer Secure Print

Most of the Fuji Xerox range from the DocuPrint CP405d (colour), DocuPrint P455d (mono) and up support the SecurePrint feature (some models may need extra memory or a hard drive fitted). The Server-less On-Demand feature is an option for the DocuPrint CM415AP (colour), DocuPrint M465AP (mono), and DocuPrint 5105 (mono A3) models.

To learn more about Secure Print watch this video

 

 

 

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