Print Security in a Hybrid Workplace: What You Need to Know
Hybrid working has changed the way we use our offices, and the way we think about security.
With teams splitting their time between home and the office, keeping company data safe has become more complicated.
And while many IT managers have focused on cloud storage and remote access, one area often gets overlooked: printing.
Printers and multifunction devices store, process, and transfer sensitive information every day. In a hybrid world, where documents might be sent from anywhere to anywhere, unsecured printing can quickly become a security risk.
Here’s why print security matters more than ever, and how BSG’s Managed Print Solutions with uniFLOW Online can help.
A Real-World Reminder: The Trump–Putin Printer Incident
World leaders, top-secret documents… and a hotel printer.
During the Trump–Putin summit, sensitive materials, including seating plans, menus, and even gift suggestions, were accidentally left behind on a public printer in an Alaskan hotel.
It made headlines because of who was involved, but the lesson is universal: printing without security controls is a recipe for disaster.
If it can happen at a global summit, it can happen in any organisation. Whether it’s a strategy deck, HR documents, or client proposals, the risks are the same, and in a hybrid workplace where people are printing across different sites, those risks multiply.
That’s why secure release printing, user authentication, and proper monitoring are so important. They make sure sensitive information doesn’t end up in the wrong hands, or on the front page.
Why Print Security Matters in Hybrid Working
Printers are often the forgotten part of IT security, but they can hold (and transmit) a surprising amount of sensitive information. Think about:
Confidential documents left on printer trays
Unsecured devices connected to your network
Print jobs sent from remote locations to office devices
For IT managers, this creates a headache: How do you keep printing secure when your workforce is spread across multiple locations?
That’s where Managed Print Solutions come in.
The Risks of Unsecured Printing
When print security isn’t a priority, businesses face risks like:
Data breaches if confidential documents are intercepted or left unattended
Compliance issues with GDPR and industry regulations
Unauthorised access to printers or print logs
Increased costs from wasted or unnecessary printing
In short, unsecured printing isn’t just an IT problem, it’s a business risk.
How BSG’s Managed Print Solutions with uniFLOW Online Help
BSG’s Managed Print Solutions take the hassle out of securing your print environment, especially for hybrid workplaces. Here’s how:
1. Secure Print Release
Documents only print when the user authenticates at the device, so nothing gets left behind on the tray for the wrong eyes to see.
2. Cloud-Based Flexibility
With uniFLOW Online, employees can send print jobs from anywhere, home, office, or on the go, and release them securely when they’re ready.
3. User Authentication
Print devices require a login, ID card, or PIN code. That means only authorised staff can access sensitive documents or settings.
4. Full Visibility for IT Managers
You get a clear picture of who is printing what, when, and where, helping you spot unusual activity, cut waste, and improve security policies.
5. Compliance and Data Protection
By encrypting data in transit and at rest, BSG’s Managed Print Solutions help your organisation meet data protection requirements and reduce risk.
Practical Tips for IT Managers in Hybrid Workplaces
Alongside investing in secure print solutions, here are a few simple steps IT managers can take to tighten print security:
Review user access levels regularly to ensure only the right people have printing permissions.
Set print policies for sensitive documents, like mandatory secure release or encrypted printing.
Educate employees on best practices for hybrid printing and document handling.
Monitor usage reports to spot unusual patterns or potential risks.
Why Work with BSG for Print Security
We understand the challenges IT managers face in hybrid workplaces. That’s why our Managed Print Solutions are designed to be:
Secure – with features like authentication, encryption, and audit trails
Flexible – supporting both office and remote printing seamlessly
Simple – easy for employees to use without extra hassle
Supported – with our expert team on hand to keep things running smoothly
Ready to Secure Your Hybrid Print Environment?
If your business is moving towards hybrid working, or already there, now’s the time to make sure your print environment is as secure as the rest of your IT setup.
Contact our MPS experts today to find out how BSG and uniFLOW Online can help protect your documents, your data, and your peace of mind.
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