GDPR & Print Management: What You Need To Know
3rd November 2021
With the majority of business now being online, whether that’s email or working on a cloud system, ensuring that you’re meeting all GDPR requirements is vital to your business, and that even comes down to how you print.
What is GDPR?
The Data Protection Act 2018 is the UK’s General Data Protection Regulation implementation, more commonly known as GDPR. It ensures that those who have access to other people’s personal data use it responsibly and follow a strict set of rules. Every industry and business across the country must abide by these. Otherwise, they risk facing penalties in the form of substantial fines.
Pieces of information classified as personal data include name, address, contact details, social media usernames or other pseudonymised data, financial information, race, ethnicity, political opinions, religion, genetic information, health, and sexual orientation. There’s a lot to get around, but it never needs to be difficult!
Print Management & GDPR
The main problem your business may face when it comes to GDPR will be storing personal business data and client data. A massive chunk of work is done on or from a computer, including your printer, which will have storage. Multifunctional devices contain memory devices, such as hard drives, to temporarily store jobs whilst being processed. To help you avoid data breaches, we will ensure that these latent documents are completely overwritten as soon as they are processed, so that they can never be recovered by anyone by interrogating the device hard drive.
The most commonly overlooked area for data breaches is the possibility for printed documents to be mixed up. At Insight Systems, we add management technology that allows controlled access only, meaning that the only person who will see your document being printed is you. This can be by key card, PIN or network authentication. Not only does this stop unnecessary viewing of documents within the office, but it also prevents any possible external viewing of printed documents, meaning that the data intended for you will stay just like that.
So, we’ve established that your printer will safely store your documents and data, only allowing the owner to view and print it, but what happens then? To start with, for many printers, if the document has been sent to the print queue and never collected for printing, it will delete within a certain period, not only freeing up the print queue but removing any possible chance of sharing data. If your document is printed, it will remain in the printer’s memory, but it will still only be accessed by the document owner with their individual key card. It is possible to delete it entirely, though, so you can make the call.
Finally, your printer most likely will also be a scanner, which you use to scan documents to your email Inbox. The same management platform avoids the potentially significant damage of accidentally sending that confidential scan to the wrong person, by automatically completing your own email address, and restricting the email to that address only.
If there ever is any uncertainty, a full audit log is maintained so you can show who printed or scanned what and when.
At Insight Systems, we pride ourselves on giving your business the best-tailored printing solution with a hassle-free approach. Whether you’re a one-person band or a team of people, we will find the best solution for you. If you’re interested in saving money and time, have a chat with one of our friendly experts today.