Don’t let printing be your weak point: six steps to secure every printed page

With MyQ, that journey can be managed through six connected steps, each designed to keep documents protected and traceable throughout the printing process. 

A document can be protected while it is stored digitally, yet the moment it is sent to a printer, it can become a security risk. If anyone can print without being identified, a confidential document can leave the organization on paper with no record of who printed it, when or where. 

1. Authenticate: know who is printing 

Every secure print journey starts with identity. MyQ verifies who the user is and whether they are allowed to print, so printing is never anonymous. 

That single step shapes everything that follows. Once every job is tied to a person, policies can be applied, activity can be tracked, and nothing leaves the printer's tray without a name attached to it. 

 2. Submit: keep the job under control 

With the user identified, MyQ takes charge of what they print. When user clicks Print, the job doesn’t go straight to a printer. Instead, it enters the MyQ environment and stays there until the user is ready to collect it. 

For users, nothing feels different. For the organization, it means no more unmanaged queue and no more output tray full of documents nobody has claimed. 

3. Apply rules: print the way your organization works 

Because every job is held first rather than sent straight to a printer, MyQ can decide how it should print. Different teams need different rules and based on the rules set by the administrator MyQ applies them to necessary print jobs. Quotas, credit limits, print policies, restrictions and scripting rules let organizations shape printing around the way they work. 

Finance, for example, can be limited to mono printing to keep costs in check, while Marketing prints in color for client materials. HR documents can be restricted to a specific secure device, and schools and universities can give each student a print quota or credit balance for the term. 

With these rules built into the workflow, security and print management stop being two separate jobs. 

4. Protect: encrypt the print job until it’s needed 

Even with the right rules applied, the job still has to stay safe until someone collects it. While it waits for release, MyQ encrypts it and holds it securely within the organization’s MyQ environment. 

That means sensitive content never sits in a device queue, and the physical page simply doesn’t exist until its owner is ready for it. 

5. Release: the right document, the right person, the right device 

The encrypted job stays locked until the person who sent it is ready to unlock it. Standing at the printer, the user authenticates again with a badge, a PIN or their mobile, and releases their documents. Only then does the job print, with its owner right there to collect it. 

That is the end of the forgotten printout: confidential information goes straight from the device into the hands of the person who sent it. 

6. Record or delete: stay audit-ready 

Once the document is in the right hands, MyQ takes care of what is left behind, because security doesn’t stop when the page is printed. MyQ logs print activity, giving organizations a clear record of who printed what, when and where to support auditing and compliance. 

The job itself is then deleted or retained according to the organization’s policy, so print data never lingers longer than it should. 

With MyQ, security is built in 

Six steps, one connected workflow and complete control of the document from click to collection. 

And it’s part of a wider security commitment. MyQ is built on Zero Trust and least-privilege principles, and product security is tested throughout its development, release and maintenance. MyQ’s Information Security Management System is also certified to ISO/IEC 27001. 

Ready to secure your document workflows? 

Find out how secure print management fits your organization. Talk to your MyQ partner or contact us to book a demo. 

Book a secure print demo