A paper pileup was occurring at Victorian government services provider Tenix Solutions until it introduced a secure printing service in December 2013.
Now, print jobs are only released when staff members swipe their security pass.
“This means that we no longer have reams of information sitting at the printer waiting to be collected” Tenix Solutions IT director Jean-Marc Bauquin told CIO Australia.
“We go to great lengths to protect the personal information of our clients and customers. Secure printing is one more tool we use to ensure that we’re building a privacy aware culture.”
He said the Australian Privacy Principles and Victorian Information Privacy Act 2000 guide its business practices relating to creating, storing, updating and retrieving people’s personal information.
Tenix Solutions specialises in infringement processes, customer service and collections. It works closely with Victorian government agencies such as the Department of Justice.
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“By using the Konica Minolta page scope enterprise suite solution we were able to easily introduce a more secure environment in our copy areas across three sites in Victoria. It was a quick win that has resulted in improved business practice and reduced the risk of a privacy breach,” Bauquin said.
Prior to the implementation, it relied on training staff to ensure that they knew the risks of printing documents containing personal information and how to dispose of this information – such as putting documents into a shredder.
“We still rely on these processes. However, the risk of people gaining access to information not directly related to their job role or tasks has been mitigated,” Bauquin added.
In addition, the agency will be installing an electronic document management offering called eCopy by mid-2014. By using the service, staff members will be able to track files sent to and from the printer. This is designed to reduce the need for storing scanned documents in their email server.
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