Printing is a daily necessity for lots of organisations who need to keep a record of sensitive data. Whether it’s a police officer issuing a fixed penalty notice or a healthcare worker printing a patient label, the printed data needs to be accurate and free from interference.
This guide explains how secure printing works for mobile devices and why it’s essential for protecting your data.
What is secure printing?
Secure printing refers to a set of features and protocols that ensures only authorised users can access a printer and that the data being sent to it cannot be intercepted.Secure printing isn’t just for office settings, it’s just as important for portable printers. For a mobile workforce, it ensures that the connection between a handheld device and a printer is locked down, preventing unauthorised people from accessing the information being printed.
Why do you need secure printing and what are the risks of printing without security?
Portable printers are often used in public spaces or shared vehicles, so they are more exposed to interference.
The biggest risk of unsecure printer is somebody gaining unauthorised access. If a printer has an open Bluetooth or Wi-Fi connection, a third party could intercept the data as it is sent to the device, if security measures are not considered.
If a person gains unauthorised access they could either interrupt the printing operation or use the device to produce fraudulent documents. So having a secure and private connection is critical for operational security, especially in more private and sensitive fields.
What environments need secure printing?
Certain sectors have a legal and professional duty to ensure the data they print is kept private. These include:
- Policing: Officers frequently print documents containing personal details in public areas. Secure printing ensures this data is not intercepted or accessed by anyone else.
- Medical records: In healthcare, mobile printers are used for bedside labelling and prescriptions. Security features ensure patient confidentiality is maintained at all times.
- Receipts and data collection: For logistics and retail, receipts and labels often contain customer names and addresses. Secure protocols prevent this sensitive data from being stolen.
- Laboratories: Lab workers need to accurately record things like test results, data logs and sample records, which can’t be at risk of interference or corruption.
Common types of secure printer features
Many office-based security features, like biometric scanning or two-factor authentication, are not practical for mobile thermal printers. Instead, secure mobile printing uses features that harden the connection and the device itself.
Secure print release
Using bespoke firmware and hardware modifications, a printer can be set to only release a print job when the user is ready. This prevents documents from being printed accidentally or when the user is not at the device.
Print logging
This creates a digital backup of what has been printed. While many current mobile printers do not have this feature, it is being integrated into next-generation devices. This allows organisations to maintain an audit trail for accountability and security reviews.
Password authentication
One of the most effective ways to secure a mobile printer is through password-controlled pairing. This ensures that only authorised handheld devices can link with the printer.
How users access a secure printer
In a mobile environment, security is managed through the way devices connect via Bluetooth.
- Whitelisting: Firmware can be used to create a whitelist of allowed connections. The printer will only talk to devices that have been pre-approved.
- Non-discoverable mode: Once a connection is made, the printer becomes non-discoverable. This means it is invisible to any other Bluetooth devices in the area.
- Encrypted print jobs: Data sent from the handheld device to the printer is encrypted, so it cannot be read if it is intercepted.
Benefits of secure printing
Implementing secure printing provides clear advantages for any organisation handling sensitive information in the field.
- Enhanced security and confidentiality: It ensures that private data stays private and only reaches the intended document.
- Compliance with regulations: Secure printing helps organisations meet data protection laws like GDPR by proving that they have taken technical steps to protect personal information.
- Improved accountability and auditing: As logging becomes more common, organisations can track exactly what has been printed, which helps in identifying any misuse of equipment.
Where to keep a printer for maximum security?
Physical security is just as important as digital security. Even the most secure software cannot protect a device if it is stolen or tampered with.
For many professional users, like the police, this means controlling access to the hardware. Some organisations use secure equipment rooms or dedicated, lockable cabinets within vehicles to house their printers.
Keeping the device in a secure, fixed location when it is not being used reduces the risk of theft and ensures the printer remains a reliable tool for staff. Integrating the device into a ruggedised mount also helps to keep it protected in busy environments.
Secure printer solutions
Able Systems provides a wide range of small, portable printers designed for professional use. We have a long history of supplying equipment for highly secure fields, including laboratories, police forces, medical facilities and other data-sensitive sectors.
We understand that every organisation has unique requirements, so in addition to our standard range we also offer bespoke printer solutions. If you need specific security measures, hardware modifications or bespoke firmware added to your printer set-up, our team can work with you to create a solution that fits your exact needs.
To find out more about our secure mobile printers or to discuss a bespoke project, contact the Able Systems team today.