Zero Trust Security in Managed Print Services & Document Management: A Vital Step for Protecting Sensitive Data

What is Zero Trust Security?

Trust is a security framework that requires every user, whether inside or outside an organisation’s network, to be authenticated, authorised, and continuously validated for security posture before being granted or maintaining access to critical applications and data.This strategy ensures that any potential vulnerabilities do not compromise the network, as each connection is verified, and devices and data are kept segregated.

Why Zero Trust is Crucial for MPS & Document Management

As businesses embrace remote and hybrid working models, securing sensitive data becomes more challenging. The increase in cyber threats, coupled with the growing value of data, means that outdated systems such as VPNs, on-premises servers, and single authentication method scan leave an organisation vulnerable. These legacy systems are not only inefficient but also costly. Zero Trust Security provides a solution that can help organisations effectively safeguard their data, devices, and print infrastructure.

Here’s why Zero Trust is essential for ManagedPrint Services and document management:

1. Prevents Unauthorised Access
Printers and Multifunction Devices (MFDs) are frequent entry points for cybercriminals. Zero Trust prevents unauthorised users from exploiting vulnerabilities in these devices, significantly reducing the risk of a security breach.

2. Protects Sensitive Documents
Confidential documents such as financial reports, customer data, and legal files require stringent access controls to prevent leaks. With Zero Trust, sensitive data is always protected by strong encryption and authentication protocols.

3. Reduces Insider Threats
Whether intentional or accidental, insider threats are a major security risk. Zero Trust mitigates these risks by restricting document access and monitoring internal user activity.

4. Ensures Compliance
Industries such as finance, healthcare, and legal are subject to strict regulatory requirements, including GDPR, HIPAA, and ISO 27001. Zero Trust helps enforce security controls and maintain audit trails, ensuring compliance with these critical standards.

5. Secures Remote Workforces
With remote working on the rise, businesses need robust security measures to protect data outside the office. Zero Trust offers strong authentication, secure remote access, and data encryption, keeping company data safe no matter where employees are working.

Why Zero Trust is Crucial for MPS & Document Management

Failure to implement a Zero Trust model can lead to a range of devastating consequences, including: 

• Data breaches & financial losses
• Compliance violations & legal penalties
• Increased exposure to cyber attacks& ransomware threats
• Loss of customer trust

How to Implement Zero Trust in MPS

To strengthen your organisation’s print and document security, here are some key steps to implement Zero Trust within your MPS infrastructure:

1. Secure Print Infrastructure

• Enable end-to-end encryption for all print jobs.
• Keep all print devices updated with the latest firmware and security patches.
• Use pull printing to ensure that documents are only printed when authorised users retrieve them.

2. Enforce Strong Authentication

• Implement Multi-FactorAuthentication (MFA) for access to print services.
• Use Role-Based Access Control(RBAC) to restrict document access based on user roles.
• Require secure logins for remote print access.

3. Monitor & Audit Print Activity

• Deploy real-time monitoring tools to detect any suspicious activity across your print network.
• Maintain detailed audit logs to ensure compliance with security regulations.
• Set up alerts to notify IT administrators of any unusual or unauthorised print activity.

4. Educate Employees

• Conduct regular cyber security training sessions for staff.
• Encourage employees to report security concerns immediately.
• Establish clear, comprehensive print security policies for all staff to follow.

How to Implement Zero Trust in MPS

uniFLOW is an innovative solution that enables organisations to implement a Zero Trust print environment. It provides:

• Secure Print Queues to ensure that documents are only accessed by authorised users.
• Server less Printing to eliminate vulnerabilities associated with local print servers.
• User Authentication & Tracking to enforce strict access controls and enhance security.
• Advanced Auditing & Monitoring to detect anomalies and prevent potential breaches.

Protect Your Organisation with Zero Trust

Zero Trust Security is vital for businesses using Managed Print Services and document management. By incorporating authentication, access controls, encryption, and ongoing monitoring, organisations can effectively prevent breaches, ensure regulatory compliance, and protect sensitive data.