June 6, 2016
Outside of some government and finance organizations, law firms’ may generate more confidential information than any other industry. Client files and case records need to be both readily available for the right people and restricted from everyone else. When those documents get sent to the printer, however, what prevents them from accidentally ending up in the wrong hands? If, for example, someone grabs a stack of papers off the printer and rushes to his meeting, accidentally scooping up your confidential client file, you have two problems: you don’t know who is looking at your documents and you don’t know where it is. Providing the tools for employees to properly handle private and confidential information is an important responsibility of every law firm.
Secure printing software is a great tool that maintains the integrity of sensitive information. It works by linking the person generating the document to the document and requiring that person identify him/herself at the printer (using a PIN number, ID badge or even a special fob) before the printing can begin. This guarantees the confidential and private documents don’t get lost in the paper shuffle or picked up by unauthorized viewers.
Why Your legal firm Needs Secure Printing
A variety of confidential information flows through a law firm, including tax information, insurance details, clients’ financial data, medical information, criminal background checks, depositions, evidence, etc. In fact if you looked at all the documents a law firm handles, the list of documents that are not confidential is probably quite short. As you well know, it is not just your firm’s choice to keep this information secure, it’s your legal obligation. Secure printing software can be a vital tool in your overall confidentiality strategy.
Introducing PaperCut™
PaperCut™ is just one type of secure printing tool. It prevents printed documents from falling into the wrong hands by waiting to print them until the authorized person is at the printer. The program works by putting print jobs into a print queue, rather than sending them directly to the printer. Until the law firm employee authenticates him/herself at a the printer, the documents will not be produced.
If the authorized document owner does not release the print, the document remains unprinted and in the queue. More importantly, if the secure printing software is storing the document until it is printed, it is technically "printer neutral." This means you can walk to any printer on your network and print the secure document from that machine. This also can work from remote offices connected to your network. You can store the secure document, go to the remote office and print the confidential document when you get there.
Secure printing is only one feature of PaperCut™ - for more features and benefits of this print management software, click here.
Secure Printing Software or a Personal Printer?
Of course, an alternative to secure printing software is a personal printer for each employee in their office. If your law firm is small with only a few people on staff, private access to a printer guarantees that documents are given only to authorized users in much the same way secure printing does. As your firm grows, however, keeping up with the printers and supplies required to keep them running could be overwhelming.
Eventually a solution like Managed Print Services could be best for your firm. This would engage a team of professionals to make sure your network of printers remains as efficient as possible. They will also ensure you can upgrade printers in a cost effective manner. Not only will they monitor your printing network, they will be able to provide insight on how effectively all your printers are being used. This provides two levels of savings:
- Less wasted printing supplies
- Less time wasted by your employees
These print management services can give you a better way to track print jobs that can be billed back to clients. And that means revenue.
Secure printing helps you minimize the risk of exposing confidential information, and helps keep your clients’ information safe. If you want help deciding whether Managed Print Services or secure printing software (or both) is right for your law firm, get in touch with us.
