Secure Printing – don’t risk a serious breach of the Data Protection Act

On 22 November 2012, the Information Commissioner’s Office (ICO) served a monetary penalty of £60,000 to Plymouth City Council for a serious breach of the Data Protection Act where the details of a child neglect case were sent to the wrong recipient. Find out more

The report included highly sensitive personal information about two parents and four children, notably allegations of child neglect resulting in ongoing care proceedings.

An investigation by the ICO found that the Council had no secure system in place for printing reports containing sensitive personal data, and had failed to take reasonable steps to ensure reports were checked before they were sent out.

Anyone who processes personal information must comply with eight principles of the Data Protection Act, which make sure that personal information is, amongst other things, secure.

The Council took immediate action and implemented a new procedure requiring users to enter a user ID at print devices before their documents can be printed and anything that has not been printed within 12 hours is automatically deleted from the print queue.

Vision offers a range of print and cost management software solutions for organisations wishing to more effectively increase security, manage printing environments, reduce printing costs and lessen environmental impact.

Secure printing allows all users to send their sensitive documents to network printers and have the job printed only when they are physically standing in front of the printer. This could be a printer on a different floor, building, city or even in a different country.

Often users send the same document to print many times after making corrections, send print jobs to the wrong printer, need to walk back to their PC and re-send their document if their printer is unavailable, printed documents are left unattended at printer and picked up by the wrong person and users are not aware of the cost incurred by the organisation.

The key benefits to your organisation of a print and cost management software solution:

  • Users can pick up their print jobs from any printer
  • Users can use a single printer driver to print to any printer regardless of make or model
  • If one printer is out of service, users can walk to another printer to release their jobs
  • Users can pick up print jobs from other locations or for other users, if authorised
  • Your organisation can reduce the cost of unnecessary printing significantly

If you would like more information about the benefits of choosing print and cost management software as part of a managed print solution, contact us.


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