Secure printing: AVG-proof and secure data handling

The risks of manual entry 🖋️⚠️

Many companies still process personal data by hand, such as:

• Paper contracts from field vendors.
• Completed surveys.
• Clipped articles from newspapers and leaflets.
• Unwanted prints

But manual processes are error-prone and increase the risk of data leaks, especially if documents end up in generic folders. Consider:

• Unintended access by unauthorized persons. 🚫
• Loss of control over confidential data. ❌

 

 

Smart solutions for GDPR-proof workflows 💡✅

Fortunately, advanced solutions are available that minimize these risks:

• OCR software: OCR software allows printers to automatically recognize and instantly save data to a secure restricted folder. Thus, scanned files are immediately secured. Mapping workflows is also essential for AVG legislation, especially when insight into the processing of personal data is required. 📂

 

• Secure Print Release: Secure Print Release ensures that documents are printed only after the user authenticates at the printer. This strengthens end-to-end workflow security and prevents unauthorized access. In addition, a solution such as PaperCut MF offers cost savings on material costs, making it both legally and economically sustainable. 🔐

 

• Encryption and monitoring: Modern multifunction printers offer built-in security features, such as data encryption and security rules that detect sensitive data. This allows alternative workflows to be activated, such as sending documents to a secure location first for review. In addition, security alerts and automated notifications can help ensure compliance and monitor responsibilities…. 🛡️

 

The benefits of secure printing 🌱💰

In addition to securing personal data, secure printing provides other benefits:

• Cost savings: Less waste of paper and ink thanks to controlled printing processes.
• Sustainability: By printing less unnecessarily, you contribute to a better environment.
• Compliance: With documented processes, you meet legal obligations and are prepared for audits. 📜

 

 

What can you do to make printing safe? 🤔💼

How do you keep your print and document processing secure and in line with AVG guidelines?

• Protect sensitive data: Limit access to both digital and physical information to only authorized individuals.
• Limit the printing of sensitive information: Avoid unnecessary printing of confidential data, whether accidental or intentional.
• Detect breaches quickly: Deploy tools and processes to immediately identify and effectively handle data breaches.
• Document your processes: Have detailed procedures in place to demonstrate compliance and accountability.

By following these steps, you protect sensitive information and comply with the requirements of the AVG.

 

 

Need help implementing secure printing solutions? Contact us and we’ll be happy to help! ✉️

 

 

References

¹https://autoriteitpersoonsgegevens.nl/themas/basis-avg/avg-algemeen/de-avg-in-het-kort

 

 

About the author

My name is Alta Martes, a specialist in Microsoft 365 and Google Workspace, with a focus on modern workplace management, cloud security and identity & access management. With years of experience, I help organizations optimize their IT infrastructure and create a secure, efficient digital workplace. 🎯 Need help with your Microsoft 365 strategy?
Click below and find out how we can support your organization:

Schedule a no-obligation consultation