In many companies there are those times when someone will need to print documents of a private or confidential nature. It goes without saying that you don’t want these confidential documents to be viewed by others or even worse, to fall into the wrong hands. There is a way to send sensitive documents to the main office copier machine for print, with security ,while eliminating the risk of anyone inadvertently having access to the printed pages.
Most business copier machines have an option that is called the Secure Print feature. This feature allows the person that is printing the documents to enter a numeric password in their printer properties screen before sending the print job to the multifunctional copier machine-printer. When the print job is sent using the Secure Print feature the pages will be held at the copier until the user enters the numeric code on the printers 10 key pad thus authorizing the job to print.
In order to initiate the Secure Print feature you will ask your copier provider to help you setup a secure password protected folder in the user box on your copier machine. This folder will reside on the hard drive of your copier machine and can only be accessed using the password. You will assign a password to the user box that will be used to release jobs that are printed into the folder.
When there is a need to print a confidential or secure document you will go into the printer properties tab and you will select the Secure Print feature. You will then enter in the password for the folder that’s stored on the copier’s hard drive and then you’ll print the document. Rather than printing out the document for anyone to see, the copier machine will hold the print job in the password protected folder and will display a message indicating that there is a document waiting to be printed. Only when the password is entered into the machine will the document print, thus eliminating the potential that the document will inadvertently fall into unauthorized hands.
Ask us for more information on how to setup the Secure Print feature and additional settings that can provide protection against viewing and or re-copying your sensitive materials.
