Have you ever printed something confidential and then raced to the printer or copier to pick it up before anyone else could see it?
That document could have been as inconsequential (albeit embarrassing) as your resume if you're thinking of switching jobs. More seriously, it could be an HR spreadsheet with executive salaries, a list of customers with personally identifiable information, or a patient's treatment regimen.
Documents in the second category, if left unattended, can lead to data breaches or compliance headaches. While many think of security as a digital and a network issue, paper documents are susceptible to being lost, stolen, or “hacked” too.
This is where pull printing makes a difference for both security – and even small amount of cost savings.
Enter Pull Printing
Pull printing is also known as follow me printing and walk up printing (depending on the manufacturer). However, they all mean the same thing though the specifics of how the software works can be different.
Pull printing allows you to press print from your PC (or laptop or phone), take a leisurely stroll and maybe even grab some coffee, authenticate yourself at any networked and compatible digital copier (and some printers) in your office, and print your job when you're ready.
Improved Document Security
While I guess someone could run by and swipe those confidential documents while you're standing there; that's unlikely. Using authentication at the point of print release (password, swipe cards, or biometrics) helps with tracking costs and adds an additional audit trail element to see who accessed a document which can be important for secure or confidential documents or records. When it comes to HIPAA compliance, those audit trails can come in handy.
Because the print job is held either on your device or on a print server until released, you can print from any device (if it's compatible) in the office. Walking out the door in the evening and realize you need to print a document for review? Use mobile printing on your phone and then pull the job at the printer next to you in the hallway – no need to detour back to your office on the fourth floor.
Depending on the software, print driver management can also be simplified. For instance, the Xerox Pull Print Driver means that a single print driver can replace multiple drivers for compatible Xerox devices. And, when adding new devices, you don't have to worry about multiple driver upgrades. One less annoying print task to worry about!
How many of us print something, forgot we printed it, and printed it again? Or printed a document and then realized we didn't need it. Because you release jobs at the device, these accidental and unneeded print jobs are no longer printed. Granted, it's pennies at a time, but as Ben Franklin says, “A penny saved is a penny earned.” And they do add up over time.
There you have it. Pull printing is a simple way to enhance document security, make printing more convenient for everyone in your office, and probably save a little money.
What's not to like?
Check out Follow Me (pull printing) in the video below.