Printing setups have become a little complex during the past few years, instead of going out of service. Organizations are more concerned about managing the print jobs efficiently, as it impacts budget, security, and productivity too. In such a situation, choosing reliable managed print services is the first choice for many setups.
Opting for a random service may cause you more harm than good. Therefore, you must decide quite carefully. Looking for a few features and securing them in your plan can offer long-term benefits.
Get into the details of this article to learn and explore essential features of managed print services you must secure while choosing a specific plan.
Top 5 Features of Managed Print Service You Should Avail
Managed print service has become the top priority of various organizations as it helps manage complex printing processes smoothly. Such a service expands beyond managing the devices and keeping count of print jobs. Due to this, you must choose a service provider carefully and ensure to include some specific services in your plan.
Here are the most notable features of managed print service that you must avail with your plan.
1. User Authentication and Access Control
User authentication and access control are the topmost features you must secure with your managed print service plan. At times, organizations offer access to the printer devices to every individual, without implementing proper checks and balances. This enables the workforce to not only print documents for personal use but also take a peek at confidential data.
Due to this, organization often face budget and security issues. Securing user authentication and access control features will ensure only authorized users have access to the devices, which is also monitored. It will significantly reduce misuse or overuse of the device, print expense and security concerns.
2. Document Encryption
Document or data encryption is the next essential feature you should avail in an MPS plan. Data encryption limits the access of unauthorized users, and only those with the proper decryption key can access the details. Hackers and cybercriminals utilize quite sophisticated attack measures, and printer devices can become their target.
Besides securing the devices, it is equally important to encrypt the documents. It will hinder cybercriminals and other unauthorized users from misusing it, even when they have access to the document. Securing this feature will also ensure your compliance with the regulatory requirements. So, make sure your managed print service plan covers data or document encryption.
3. Print Monitoring and Reporting
Print monitoring or reporting is the next feature you must secure with your MPS plan. Even if your setup follows access control measures, print monitoring is inevitable. It can offer detailed insights into printing practices, which are otherwise not tracked and accounted for.
You can learn about the average number of daily prints, along with details of how many of them are actually used, discarded, or wasted during printing. Moreover, print monitoring can also offer deeper insights into the use of supplies, in terms of quality and quantity. All these details, when properly monitored, documented, and reported, can facilitate future decision making and boost print efficiency.
You can consult professionals from Xeratek and choose a managed print service plan that offers all the essential features.
4. Secure Cloud and Mobile Printing
Secure cloud and mobile printing is another important feature your managed service plan must have. Almost 50% of organizations offer some sort of hybrid or remote arrangement in current times. The remote workers may also need access to the printer devices for various purposes, including emailing, scanning, or faxing documents.
Allowing cloud and mobile printing is the only way to accommodate the remote workforce. However, this will expose the setup to even more security threats and attack attempts. Optimizing the security of off-network channels is essential to manage operations smoothly. Managed print service providers can handle security requirements for this, so choose your service cautiously.
5. Secure Document Storage and Deletion
Secure document storage and deletion is the last feature you should get with a managed print service plan. The printed documents are often stored on the internal storage or hardware of the multifunction print devices. Unauthorized users can access and misuse the documents if they are not disposed of properly.
Due to this, there is a higher risk of data leakage, and internal threats play a crucial role in this. It can also give rise to compliance variation concerns. Storing or deleting documents that are no longer needed requires as much care and attention as other security aspects. So, opt for a managed print service that can efficiently tackle document storage and deletion.
Does Your Managed Print Service Include These Features?
In case your managed print service provider does not offer these features, you need to rethink your service continuation. Opt for a plan that offers major security features and ensure smooth and efficient service.
