Data security should be a top priority for government organizations. Unfortunately, even with robust and well-designed cybersecurity measures in place, an area that’s typically overlooked as a potential source of risk is cloud printing.
Cloud printing refers to any printing tasks sent from a laptop computer or mobile device to a remote printer using the cloud. This can include text documents, photos, presentation slides, and more. These printing tasks can be sent from a portable device to a printer located in your home or office, even if you’re not within close range.
But just like other computing functions, cloud printing carries digital risk. Luckily, there are protective measures that can be implemented with cloud printing so that government agencies can enjoy its convenience without sacrificing data security.
Why should government organizations consider cloud printing?
Cloud printing offers numerous benefits and advantages to both government organizations and their employees.
Lower Costs
Government organizations can reduce overall costs surrounding on-premises printing. Cloud-based printing also requires lower energy costs to operate.
Improved Analytics
Many cloud printing platforms offer data and record storage surrounding employee print usage, helping organizations understand how workers are utilizing this resource.
Minimal Hardware
A cloud-based print infrastructure can be operated by a third-party provider, allowing government IT professionals to spend more time on other important tasks. Using a central platform for cloud printing allows administrators to create, edit, and delete printer profiles, assign printers to specific employees, update drivers, and more.
What security risks exist with cloud printing?
Unfortunately, sending print jobs via the cloud carries the potential for some data security risk.
According to the Business News Daily, “The inherent risk in cloud printing is that the print job is rendered on public infrastructure and sent to the printer using something like PostScript. This approach is susceptible to middleman attacks or someone trying to gain access to the enterprise network through cloud printing channels.”
That means if secure or private documents are sent to a remote printer using a mobile device or laptop, a third-party cybercriminal could gain access to this network if it’s not secured and view those documents.
Nearly 1,300 data breaches occurred last year, highlighting the importance of strong data security protocols and document security.
How can you mitigate cloud printing security concerns?
Historically, government organizations have shied away from cloud computing services because of potential security risks. However, cloud service providers have implemented stronger security protocols on an ongoing basis. A 2019 report found that more than half (52 percent) of organizations now have more security in the cloud than in on-premises IT environments.
When it comes to cloud printing, there are measures you can put in place to reduce potential vulnerabilities and minimize security risks, such as:
- Stronger login credentials: An important measure in cloud print management involves built-in authentication, which requires users to monitor and approve print jobs using protected login credentials.
- Increased data encryption: You can also encrypt data end-to-end so it’s protected when it travels through cyberspace from a digital device to the printer.
- Private cloud storage: Organizations with high security requirements may want to use a private cloud rather than public storage (servers could be hosted off site in a colocation data center or on site).
Additionally, more organizations are opting for a hybrid cloud printing solution, which involves utilizing public cloud storage for some needs, but relies on the private cloud when carrying out sensitive data transfers and safeguarding the storage of data.
Let CPI implement the IT and printing solutions you need.
While cloud printing offers convenience, it can also be risky. Because the printing task isn’t carried out on equipment owned and operated by your enterprise, cybercriminals can infiltrate unsecured networks and gain access to highly sensitive information.
Learn more about how secure document management services and the right office equipment can protect your organization.
Interested in discovering how CPI can help you? Request a quote or consultation to get started today.
