May 19, 2023

Compliance Check: Is Your Printing at Risk of Breaching Regulations?

Many businesses rely heavily on printing every day. Yet, the risk of not following rules, like the General Data Protection Regulation (GDPR), is often ignored.

The GDPR focuses on keeping personal data safe, also in print. It demands strict care of both electronic and hard copies of personal data. This is crucial, especially for organizations touching EU personal data.

Printing can have risks leading to data breaches. Some common issues are sending data without protection, using outdated printer systems, and forgetting documents on printer trays.

Businesses wanting to meet GDPR rules can use specific print solutions. These tools offer security like encryption and making sure only the right people can get the prints.

These solutions help businesses make their printing safe and meet GDPR. They show that guarding personal data goes beyond digital, including printed documents.

How GDPR Affects Print Management

The General Data Protection Regulation (GDPR) is a law for better privacy in the EU/EEA. It lets people control their personal info. Businesses everywhere must follow these rules too, to keep data safe. Printers have become more than just printing machines. They now play a big role in keeping business info safe.

GDPR has watchdogs like the Information Commissioner’s Office (ICO) in the UK. They make sure companies follow the rules. To do this, companies need a clear privacy policy and a reason for collecting data. They can’t keep data longer than needed. Plus, they must store it safely to protect people’s privacy.

Key Rules of Print GDPR:

Clear privacy policy: Companies must show how they collect, use, and protect personal info clearly and simply.
Purpose limitation: Data collection must have a specific goal. This data can’t be used for something else not agreed on.
Minimal data collection: Only the info needed for the purpose should be collected. This keeps unnecessary info safe.
Data accuracy: If personal data is wrong, it needs to be fixed fast. This keeps the info correct and real.
Data storage limitation: Info should not be kept longer than necessary. After that, it must be safely deleted or made anonymous.
Secure data storage: Companies must protect data well. This means keeping it safe from bad access, changes, or loss.

If there’s a data breach, companies must follow strict rules. They have to tell people within 72 hours of the issue being found. This quick response helps keep personal data safe.

Common Compliance Risks in Printing

Being compliant in printing helps avoid GDPR issues and keeps the printing environment safe. Many common risks could lead to problems.

Sending unencrypted data through unsecured networks is a big risk. It can be easily seen by others, hurting the safety and privacy of the data. To stop this, using strong security like encryption and safe connections is key.

Old printer servers without enough security are another risk. They might not have the latest security updates, which could let hackers in. Making sure servers are up to date and fixing security holes is important.

Leaving important papers on the printer is a simple mistake that might break GDPR rules. It allows others to see private data, risking data breach fines. To avoid this, using print systems that require a user to confirm before printing can help.

Choosing GDPR-ready print management tools can decrease risks. These tools use encryption, secure printing, and user access controls to keep data safe.

Going for secure cloud printing can also improve GDPR compliance. It provides a safe place for print jobs, with encryption and privacy measures to protect data.

Know and tackle these common printing risks to keep data safe, follow GDPR, and ensure a secure printing space.