Document Security – Secure Document Printing

With information and data, a critical corporate asset, securing sensitive information is a genuine concern for many organisations. Access to specific documents and databases must be restricted to authorised personnel, and its dissemination tracked and audited.

It is so easy to leave sensitive documents on the printer or scanner. Without control, these documents to land in the wrong hands or be distributed amongst employees, with no regard or understanding of the implications of their actions.

Document security is such a vital concern to organisations that RBC Group promotes an operational business strategy that focusses on two essential encryption options: pin code printing and swipe card printing.

Downloading and saving of sensitive documents can be effectively managed, but it is what happens to these documents when they are accessed by unauthorised personnel that can be a problem.

Faster turnaround times

Enhanced customer service

Accelerated processing and response times

Processes that benefit from secure document printing

Certain key operational areas benefit from secure document printing.

Business Process Optimisation

One of the essential areas of an effective document management strategy is secure document printing. With your files and other documents systematically organised in a hierarchical structure, it is a simple matter to include access rights to particular levels of the structure or even individual files.

This restricted access ensures that critical documents and information are only available to specified personnel. Restrictions can also be put in place to limit or prevent downloading and saving of these sensitive documents, as well as who can update and make changes to these documents.

Secure document print using pin code printing or swipe card printing is essential to maintaining control over sensitive documents.

The effect of secure document print can be seen in the following areas:

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Accounts Payable

Information regarding client accounts and orders should be kept confidential. For ease of use, access to these files can be restricted to specific personnel. We can apply additional subsets of the data being available to specified people, such as sales people, warehouse staff for orders, and consultants. Pin code printing adds a further level of security, preventing individual files from being downloaded or printed.
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Contract Management

Contracts of any type, whether for orders, service level agreements, or recruitment and termination matters, are confidential and require restricted access. A practical document print management strategy that includes swipe card printing of these documents for eligible employees gives you an additional level of security.
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HR Automation

Employee records are confidential, and pin code printing helps to prevent these sensitive documents from being left lying around on printers and ending up in the wrong hands. Files can also be encrypted to avoid documents sent to the print device being intercepted. We can also apply restrictions on access to these documents and controlling who can download them or send them to the printer.
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Mail Room Automation

Incoming information and data can be siloed directly into restricted files and access granted only to eligible personnel. In this way, downloading of sensitive information by unauthorised employees is prevented and, along with swipe card printing, helps track access and end-points of this information.

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