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How Managed Print Services Can Help Secure Your Workplace

How Managed Print Services Can Secure Your Workplace 2

Discover how implementing managed print services can enhance security in your workplace and protect sensitive information.

Understanding Managed Print Services

Managed print services involves forming a partnership with a specialized company to oversee and manage your printing devices. This all-encompassing service covers maintenance, repairs, supplies, toner replenishment, and document security as part of your service agreement. Entrusting a certified and knowledgeable team of experts in copiers to handle the complexities of managed print services can greatly enhance security measures within your workplace.

An essential aspect of managed print services is the streamlining of print management. Instead of businesses relying on an individual or IT department to maintain their copiers, a single service provider can efficiently handle all printing needs. This centralized approach can provide managed equipment and services that enhances control and monitoring of print activities, ultimately minimizing the chance of unauthorized printing.

Another crucial aspect of managed print services is their capability to implement a diverse array of printing practices to fortify your device. This involves utilizing authentication methods such as PIN codes or proximity cards to ensure that only authorized individuals can release print jobs. By incorporating these measures, you can shield sensitive documents from potential breaches and safeguard your workplace from threats.

Benefits of Managed Print Services for Security

- Enhanced document security: With managed print services, you can implement printing practices that require authentication for print release. This ensures that sensitive documents are not left unattended at the printer, reducing the risk of unauthorized access.

- Improved compliance: Managed print services can help your organization comply with industry regulations and data protection laws. By implementing printing practices and document tracking, you can demonstrate your commitment to protecting sensitive information.

- Remote Monitoring and Support: With Managed Print Services, you have access to comprehensive support and oversight of your print environment including staying up to date on the latest firmware and other compliances. Should you have any queries or concerns, you can easily reach out to them for assistance and guidance.

- Cost savings: Managed print services can help you optimize your print environment, reducing unnecessary printing and streamlining workflows. This can result in significant cost savings for your organization.

Firmware Updates

Regular firmware updates are essential for maintaining your printing devices. Firmware is the software that runs on the printer, controlling its functionality and security features. By keeping the firmware up to date, you can ensure that any vulnerabilities are patched and that your printers are protected against the latest threats.

Managed print services providers have a direct relationship with the copier manufacturer and have access to and can assist with keeping your firmware up to date by monitoring for new updates and applying them to your printers. This proactive approach to firmware management helps to prevent breaches and ensures the continued security of your workplace.

5 Year Refresh Model

Regularly refreshing your printing technology is important for maintaining a secure workplace. As technology evolves, so do the security features available in printing devices. By adopting the newest technology, you can take advantage of advanced measures that can better protect your sensitive information.

A recommended refresh cycle for updating printing devices is every 5 years. This allows you to stay up to date with the latest advancements and ensure that your workplace is protected against emerging threats. Managed print services providers can help you plan and execute this refresh cycle, ensuring a smooth transition to the newest technology. Managed Print Services offer a seamless transition to a new device plan, ensuring that you stay current with cutting-edge technology and prioritize security above all else.

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Find a Provider that offers Secure Brands & Software


Consider exploring if your managed print service provider offers top-tier brands like Kyocera, known for its robust 3-tier security system and built-in Private Printing feature. By using Kyocera's Private Printing you have the ability to mandate users to authenticate themselves before printing, ensuring that confidential documents remain secure reducing the risk of unauthorized access. This added layer of security is particularly valuable in industries such as healthcare, legal, and other sensitive environments where data privacy is paramount.

For enhanced security measures, you can also inquire about additional software solutions like PaperCut from your managed print provider. With features like badge release, only users with authenticated company badges can access the printer, further safeguarding sensitive information.  If your organization frequently handles confidential documents, these customizable security options are essential for protecting your data. 


Choosing the Right Managed Print Services Provider

Choosing the right managed print services provider is crucial for ensuring the security of your workplace. Here are some key factors to consider when selecting a provider:

- Experience and expertise: Look for a provider with extensive experience in managing print environments and implementing secure printing practices. They should have the expertise to understand your specific security needs and provide tailored solutions.

- Security measures: Inquire about the security measures and protocols that the provider has in place. This includes their approach to user authentication, secure release printing, data encryption, and firmware updates.

- Service level agreements: Review the provider's service level agreements to ensure that they align with your needs. This includes response times for support requests, maintenance schedules, and toner replenishment.

By carefully considering these factors and choosing a reputable managed print services provider, you can have peace of mind knowing that the security of your workplace is in good hands.

American Office Solutions - A Michigan Company

Interested in enhancing the security measures in your workplace? Reach out to us today for a complimentary consultation. Our team will assess your current setup to ensure secure printing practices are in place while also maximizing long-term cost savings. We proudly serve central/mid, western, and southeast Michigan, and we are eager to collaborate with you on your office environment.

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Brad McEldowney

Written by Brad McEldowney

AOS has been providing a culture of care since 1969. I have the privilege of following in the footsteps of my father and grandfather in serving as the third generation of ownership for our company. We sell and service office equipment, software and technology that helps your business or organization run smoothly. We are nationally recognized for the level of service we provide our clients and have seen consistent growth as a result.

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