How & Where to Print Confidential Documents on a Shared Printer

No one gives much thought when it comes to using shared printers. While normal documents aren’t a problem, you can’t just use any shared printer to print confidential documents. About 75% of CIOs think printers will be the main focus for data breaches in the coming years. So, you need to make sure you choose a reliable shared printer when it comes to confidential documents.

In this article, we’ll guide you on how and where you can print confidential documents to prevent anyone from misusing your information.

Where To Print Confidential Documents?

If you’re wondering, “Where can I print confidential documents,” know that there’s really no safer place than your own home. Printing confidential documents using a public printer can be very dangerous because the printers are shared, so there’s a high chance of people misusing your information. Not to mention paper jams are a common printer problem that often results in your print ending up in the wrong hands.

So, if you want to print any confidential document, e.g., business letters, legal documents for your small business, etc., shared printers found in internet cafes, libraries, or office printers, are not the safest option. 

How to Print Confidential Documents On Shared Printers?

If you don’t have your own printer at home and have no other choice but to go for a shared printer, the following are some measures you can take to protect your documents from getting into the wrong hands.

Confidential Printing Companies

The best-shared printer option for sensitive documents is to go for a confidential printing company. Most of these companies are legally obliged to maintain the confidentiality of your documents, so they take extra care to keep your information safe to avoid getting sued.

These companies maintain limited access to print rooms and provide secure file deliveries and handling environments. 

Pull Printing

Pull printing is a secure document printing solution that allows you to send out your document to a printer from wherever you are but delays the actual printing process. It protects the document by keeping it in the printing queue or server until you arrive and input proper authentication. 

This authentication may be done through a PIN, swiping an ID card, or scanning a QR code, depending on the printer model. This solution is especially helpful when you’re sitting far from the shared printer, and there’s a chance someone may get there before you do.

Two Factor Authentication

When using a shared printer, make sure it’s one with a two-factor authentication feature. This feature doubles the security level of printing confidential documents. While most authentication methods require you to provide one form of identification, a two-factor authentication system asks for two.

So, you could be asked to input a password and then also required to provide a biometric thumbprint before the printer prints your document. Also, remember to keep a strong password. About 81% of data breaches are because of weak passwords.

Delete Printer History

Similar to browser history, most modern printers keep a print history. The printer basically records your username, the documents you’ve printed, and the time stamp at which you printed them. If the printer has no security features to protect each user’s documents, anyone can go into the printer’s history and review the confidential documents you’ve printed.

So, after you print your document, your best bet is to open the printer history, select the confidential file you printed and delete it from the record. 

Conclusion

Printing confidential documents should never be taken lightly. The best way to print confidential documents is to use your personal printer, but if you don’t have one, make sure the shared printer has appropriate security features. Look into confidential printing services that are legally bound to keep your documents private.

Also, if you’re looking for high-quality paper to print confidential documents, check out our options at PaperPapers. We also have a wide range of envelopes that you can rely on to secure your documents.