Sensitive information regularly flows through every office printer. Whether that’s payroll, legal documents, or other confidential records, offices are consistently handling documents requiring greater protection. Without safeguards in place, unclaimed or misdirected print jobs can create significant security risks, and that’s where secure print release becomes a game-changer.
BDS has over 40+ years of experience assisting organizations with their print release systems. Our process naturally aligns with the compliance needs and operational goals of the offices we serve. We achieve this by taking the time to understand your business model on a deeper level so we can offer stronger customizable solutions. From authentication methods to backend print management, our print solutions provide complete control over who prints what, when, and how.
What is Secure Print Release?
Secure print release is a print management solution that holds print jobs in a queue until the user authenticates the device. This is typically by entering a PIN code, scanning a badge, or utilizing a mobile device. These practices ensure that the sensitive print jobs your team is handling are only released when the rightful user is present at the printer, keeping data secure and minimizing waste.
Rather than sending print jobs directly to a specific printer, the document is stored into a centralized print server, otherwise known as a secure cloud environment. This environment allows the user to then walk up to any compatible print device, authenticate, and release the job. You may also refer to this method as “pull printing,” as it embodies the same practice. The beauty of these features is that it not only protects your documents, but also offers better efficiency for users, which will result in greater office productivity overall.
The Necessity of Secure Print Release
Without a secure print release practice in place, uncollected documents are often left sitting in output trays, vulnerable to interception or accidental disclosure. Many of the clients BDS serves work in industries where compliance is integral to their job, including finance, healthcare, and legal. Without the proper mechanisms in place, clients in these industries specifically pose compliance risks as well as damage to client trust.
So, investing in secure print release is more than just protecting your environment, it is protecting your business reputation. We achieve this by creating our secure print release solutions to address the following needs:
- Preventing unauthorized access to sensitive printed materials
- Reducing unnecessary printing by making users accountable
- Complying with data protection regulations (HIPAA or GDPR)
- Improving visibility into user-level print activities
- Opportunities for secure mobile and flexible printing
When combined and addressed, the result is a controlled print environment that enhances security, supports hybrid work models, and significantly reduces operational costs.
Building Customized Print Release Solutions with BDS
At BDS, we are more than just a print technology provider. Our team is invested in creating customizable secure print release workflows that are tailored to our client’s individual needs. Whether you are working with a large printer fleet consisting of 500 printers or a small fleet of 5, we treat every client with the same level of professionalism, expertise, and respect. We achieve this by assessing your current infrastructure and finding solutions that work seamlessly with your existing devices and print management software.
Our assessment process includes checking for the most critical factors and components of your print environment, including print servers, user habits, and security requirements. These metrics help provide a closer examination of what your daily printing habits are like and where there are vulnerabilities in your infrastructure. Once we gather this information, BDS can really start to get to work.
Authentication Options
We support multiple authentication methods depending on your organization’s needs, including:
- PIN codes or user credentials
- ID badges
- Mobile device authentication via app or QR code
Authentication ensures only authorized users can release print jobs at the device, eliminating “print and forget” habits and discouraging careless printing practices.
Print Queue Management & Real-Time Tracking/Reporting
What is special about BDS is that our print management solution can provide detailed reports on your user printing activity. This is unique, because it offers your IT team and office administrators valuable insights into usage patterns, potential abuses, and opportunities for cost savings.
Additionally, with our centralized print server, users can send print jobs from any connected device and pick them up at any authorized printer. This level of flexibility supports mobile and hybrid workers without compromising security.
Invest in Stronger Print Protection with BDS Today
Other print technology providers may offer the secure print release option, but it likely ends there. Whereas BDS offers a thoughtfully implemented, locally supported, and backed by decades of experience in secure document workflow solution that provides real, tangible results. With a NPS score of 92.6, countless local businesses in New England and Florida trust our team to deliver timely, scalable, and efficient solutions matched by our personable service.
At BDS, we do not just enable secure printing-we help build a smarter, more secure, and sustainable print infrastructure for your business. To stay updated on the latest industry news and trends, follow BDS on LinkedIn, YouTube, Facebook, Instagram, and TikTok today.
Frequently Asked Questions
Does secure print release require new hardware?
Not always. Many existing printers and copiers can support secure release with a firmware update or external card reader. BDS will assess your current fleet and recommend the most cost-effective solution for your office.
How does secure print release reduce printing costs?
By requiring user authentication before printing, secure release reduces unclaimed print jobs and holds users accountable, ultimately cutting down on waste, toner usage, and maintenance demands. It is one of the most effective ways to improve both security and efficiency.
