In-House vs. Outsourced Printing: Which is Safer for Sensitive Data?

There’s a reason the old ‘stashing money in the mattress’ trope has been around for so long. It speaks to a core human instinct. The idea that, the closer we keep something, the safer it is. However, there’s also a reason that mattress money is used more as a punchline than a sign of prudent behavior. The fact is that many things are safer outsourced as opposed to being kept in-house. And secure printing is often one of them.

For highly-regulated industries, such as healthcare and finance, it can be nearly impossible to maintain the strict level of control required of printed records in-house. All it takes is one confidential file sent to the fifth floor printer instead of the first, and all bets are off as to who saw what and where the document ended up.

In this blog, we’ll explore why secure commercial printing offers a more reliable alternative to in-office printing for regulated industries—and highlight key traits to look for in a trusted print partner. For a deeper dive, check out our related post, What Makes a Print Partner Truly Secure.

Risks of In-House Printing

Some of the vulnerabilities of in-house printing are fairly obvious, such as the mis-sent document example we laid out above. But the most insidious risks tend to be harder to spot.

For starters, most office printers are kept in unsecured locations. This is by design. Keeping them easy to access for entire floors or departments minimizes workflow disruptions. However, this also means that even when you send a document to the right printer, if it prints and sits in the tray for any length of time, there’s a risk that someone unauthorized could come across it. 

Then there’s the digital side of print security. Many office printers lack any level of meaningful encryption or password protection, which makes them prime targets for malicious actors. Modern office printers are fully networked devices, so once an unauthorized user gains access to a printer, your entire digital ecosystem may be jeopardized.

Finally, there’s the scalability problem. In-office printing large amounts of personalized documents is time-consuming, expensive, and difficult to keep organized. What’s more, every stage of the printing process, from file prep to printing to distribution, is subject to the same strict data security regulations. So the entire time these documents are being printed and handled, the spaces where the work is being done needs to be strictly monitored and controlled. Not an easy task in a busy office with limited space to spare.

Advantages of Outsourcing to a Secure Print Partner

Secure printing professionals are specialists with the training, practices, and technology in place  to ensure robust print data security. This includes enterprise-wide physical and digital security measures, protecting both their print facilities and all the digital assets they handle. These measures are designed to meet the most stringent confidential data regulations, such as those imposed by HIPAA and the FTC. If a request for an audit ever comes up, a secure print partner has the technology and tracking in place to easily assist with compliance, providing robust user access documentation. 

Specific security measures implemented by quality secure printing partners include:

• Video surveillance of print facilities.
• Access controls and logs for print facilities and devices.
• Encrypted file upload and management.
• HIPAA compliance training certification.

Key Considerations When Choosing a Print Partner

Bear in mind that just because a commercial printer says they’re secure, that doesn’t necessarily mean their practices are sufficient for regulated industries. Ask your potential print partners what specific security measures they have in place, both physical and digital. It’s also worth asking about their specific capabilities, procedures, and policies regarding audit trails. If a printer seems vague, evasive, or uninformed in their responses, then that is a strong indicator they’re not the right fit for printing your confidential documents.

With Wallace Carlson, we’re always happy to discuss your needs and concerns regarding regulatory compliance. Our encrypted file management, facility monitoring, and access controls are all points of pride in our operation, ensuring you never have to worry about breaches or lost records. When you work with us, you’re helping to protect your business’ reputation and standing with regulatory bodies with a meticulous, reliable, highly-secure print partner. 

Curious to learn more about how Wallace Carlson Printing can support your secure printing needs? Contact our team today!