by Cassandra Balentine
Brand protection and security cover a wide array of topics, extending well beyond printing.
“Safeguarding sensitive data involves advanced technologies and strategies to prevent, detect, and respond to threats that could compromise a brand’s integrity and customer trust,” admits Suzi Hagay, director of workflow solutions, Landa Digital Printing.
Above: Kyocera’s products offer an extensive range of configurations that ensure both security and productivity.
Ravi Koul, senior director, product marketing office technology and Mark DeSarno, director security and compliance engineering, Kyocera Document Solutions, observe a significant rise in the demand for enhanced security printing solutions over the past five years. “Many of our clients have transitioned to systems that require authentication to access printing devices. This means users must verify their identity before they can utilize the printer, adding an extra layer of security.”
Issues such as phishing attacks, unauthorized data access, and data leaks must be addressed. In highly secure scenarios, codes are generated on the fly just before printing and are automatically deleted from the database to ensure no code is printed more than once. Additionally, access to the data is strictly limited—if allowed at all, explains Hagay.
Security Features
The latest trends in safeguarding sensitive information include data encryption, invisible security features, access control, and secure print release.
Tamir Hativa, head of security printing, HP Indigo, notes the increased practice of integrated encryption/decryption of data into the entire workflow of design and production, and production access control and monitoring as it relates to safeguarding information.
“Solutions like Xerox Secure Print ensure that documents are encrypted before they are sent to the printer, protecting confidential information throughout the entire printing process. This encryption prevents unauthorized access, ensuring that sensitive data remains secure at all times,” comments Matthew Raab, director of global portfolio marketing, Xerox Corporation.
The basis for protecting customer’s sensitive information is through using encryption and security protocols. “The industry is moving to TLS v1.3 and FIPS 140-3 certified encryption methods to help to protect customer data at rest and in transit along with the latest in storage drive security products to protect encryption keys using Trusted Platform Module so that data is erased after job succession. We also see demands for more security printing features within Zero-Trust networks, Cyber Resilience within the HCD platform, and network connections and preparations for future Quantum computing,” says Mark Sinanian, VP of marketing, Canon U.S.A., Inc.
Koul and Desarno explain the architecture of remote, on-demand print job release. “This functionality allows users to send print jobs to a network and then release them from any device connected to that network when they are ready to collect the printed documents. This ensures that sensitive documents are not left unattended at the printers and can only be picked up by authorized users.”
Moreover, Koul and Desarno see a growing need to track user activity within these systems. “Organizations are increasingly interested in monitoring who is printing what, when, and from which location. This tracking capability not only helps in maintaining security but also aids in auditing and compliance processes.”
Functions like engine-level file control allow users to control where and how jobs are printed. For example, Jeroen Van Bauwel, director solution design, Xeikon, says Xeikon’s digital workflow allows for granular control. Print jobs are restricted to specific engines, ensuring that sensitive files are not inadvertently or maliciously routed elsewhere, and engine-specific locking ensures that even if data were accessed, it couldn’t be executed on unauthorized systems.
Using a host of flexible authentication methods, administrators control who has access to a printer, and to which features. Sinanian says this can be done using a PIN, username and password, or card log in with the addition of an optional card reader. Restrictions—such as access to color copying and scanning functions—can be applied by individual, group, or through customized roles. You can also define whether to allow unregistered users, such as visitors, to log in as guests and then specify their level of access.
“Administrators can set requirements for passwords, such as expiration period, lockout time, and complexity. They can even access the device remotely with extensive control, from changing permissions to monitoring activity—even turning on or off devices or locking down specific equipment or functions,” adds Sinanian.
Some systems also provide protection with data erase features used to overwrite previous data on a solid-state drive. Sinanian says this is designed to help limit stored data from being read/written on PCs or a different printer. “These models feature the ability to turn on a function to help verify that the device boot process, firmware, and applications initialize at startup without any alterations or tampering by malicious third parties. Select models support automatic recovery of boot process for self-resiliency. During operation, Trellix Embedded Control can be turned on to utilize a whitelist to help protect against malware and tampering of firmware and applications.”
Multi-factor authentication is also integrated into print workflows to further safeguard access to sensitive data. Raab explains that by requiring multiple forms of identification, it ensures that only authorized personnel can access confidential documents.
“These advancements are part of a broader trend toward implementing more comprehensive, multi-layered security systems that protect sensitive information across its entire lifecycle,” adds Raab.
For data storage, Koul and Desarno say the implementation of AES256 certified encryption coupled with a secondary level TMP chipset cypher enhances security and ensures that sensitive information remains protected against unauthorized access and data breaches. “Furthermore, secure communication is facilitated using cloud-based SHA-2 384, TLS 1.3, and HTTPS protocols, providing robust encryption during data transmission. These advancements collectively offer comprehensive security measures to safeguard sensitive information in modern environments.”
Cloud Considerations
With most of the U.S. corporate infrastructure migrating to cloud-based solutions, Koul and Desarno say Kyocera products are adeptly designed to integrate seamlessly with clients’ new and existing platforms. They offer an extensive range of configurations that ensure both security and productivity. These configurations are meticulously crafted to support the diverse requirements of modern enterprises, enabling them to maintain high-security standards while optimizing their operational efficiency. “Kyocera’s technology not only facilitates secure data transmission and storage but also accommodates the growing need for versatile and scalable solutions in today’s dynamic digital environment,” they note.
Many cloud-based printing technologies offer access controls to provide users agility and flexibility for both in-office printing and remote workplace hybrid printing and scanning while providing security features. To that end, Canon offers uniFLOW Online.
Koul and Desarno point out that the integration of cloud-based OAuth2 protocols for Microsoft Azure Active Directory (Entra) and Google authentication services are trending in security. “This technology enables secure, token-based authentication that allows users to access applications without repeatedly entering their credentials.”
Secure and Protected Print
Security should be a top consideration in any print environment—whether it is in a print shop or a copy room.
“You need a sophisticated and professional IT department that is constantly implementing new methods in order to safeguard sensitive information for both the clients and company,” states Dan Lieberman, CEO, Nanografix Corporation.
Koul and Desarno note that the overall shift towards these advanced security printing measures reflects the increasing concern for safeguarding sensitive information and preventing unauthorized access in corporate environments.
Jul2025, DPS Magazine
