These days we are all too familiar with phased approaches due to Covid-19 stay at home orders and re-opening plans. Sometimes the best way to introduce policies with a complex community of people is by not shocking the system. I believe the same can be true for how offices can introduce policies in their offices regarding printing protocols.
The virus has thrown the business community many wrenches but also has provided an opportunity to address how we currently operate and whether there are more efficient, secure and affordable options on the horizon. If you are interested in saving money, protecting company assets through document security and extending your current reporting capabilities, follow the phases outlined below.
PHASE ONE – Address Current State
In order to know what responsible printing behaviors and security looks like, you will need to understand what is currently happening. By answering the following questions, you can have a better understanding of your current environment and have benchmarks to compare to in further phases.
How much are users currently printing?
What is the breakdown in printer volume and multi-function devices?
What percentage of printed volume is in color?
What are the costs associated with your printing? Vendor obligations?
What percentage of documents are printed two-sided (duplex)?
Are there any restrictions in terms of what departments or users can print?
Are there any security checkpoints in how information is scanned, faxed or printed?
How much do users print for client related work?
PHASE TWO – Implement Authentication
It is extremely hard to have accurate portrayals of user activity without putting authentication protocols in place on devices. Whether you use ID badges, QR code scanning via mobile phone or user ID codes to validate the user, the end result is the same: increased transparency and insights. Below are a few of the benefits you can expect to see after implementing authentication protocols.
Secure print release
Staff Reports - Jan 31, 2023
Cece Nunn - Jan 31, 2023
Johanna F. Still - Feb 1, 2023
Johanna F. Still - Feb 2, 2023
Cece Nunn - Feb 2, 2023
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