TALKING
business
‘‘
Documents, there’s no escaping them.
We print them, scan them, store them
and share them. Businesses run on
the information contained in physical and
digital documents. And this makes managing
and securing documents a key consideration
in every organization’s Digital Transformation.
While most organizations are adopting
Digital Transformation initiatives
significantly reducing the need for printed
documents, paper documents remain an
important part of daily operations.
According to IDC, nearly three trillion pages
will be printed in 2022. Organizations
need to find a way to manage their paper
documents and print infrastructure in a way
that caters to business needs, while still
transitioning to digital-based workflows.
With the amount of data organizations
work with increasing, there are market
and competitive pressures to increase
productivity, keep up with regulatory and
compliance mandates, and crucially protect
sensitive information.
According to IDC’s IT and Print Security
Survey, over 40% of companies don’t
have a formalized security policy on what
documents can be printed/scanned/copied/
faxed/emailed. Meaning there’s very little
protecting sensitive information from
inadvertent or deliberate exposure.
Most recently during the COVID-19
pandemic, we’ve also learned how
important it is for organizations’ print
infrastructure to be able to scale quickly and
support remote and distributed workforces
with mobile capabilities.
Today’s business needs call for
content-aware print and capture
Solution providers have started to respond to
these increased pressures by partnering with
software providers to extend smart multifunction
printers (MFPs) functionality with
capture, document management, security,
mobility, cloud and output management
software solutions. This holistic approach
for smart MFPs is ushering in a new era of
content-aware print and capture technology.
Unlike traditional print management,
content-aware print and capture
“
THIS HOLISTIC
APPROACH FOR
SMART MFPS
IS USHERING
IN A NEW ERA
OF CONTENT-
AWARE PRINT
AND CAPTURE
TECHNOLOGY.
understands the content of a document
that’s being printed or scanned and applies
business rules to that document ensuring
information’s properly secured. All without
human intervention.
For instance, an employee mistakenly prints
a document containing social security
numbers to a shared MFP at the office.
Traditionally, that document would print
with the highly personal information and sit
on the device, exposed until the employee
arrived to get it.
With content-aware print and capture
technology, the solution identifies
the printing of confidential personal
information and acts on it by canceling the
print job. Or, in some cases, automatically
redacts the social security numbers and
continues to print the document. The
employee can then retrieve the document
using their badge once they arrive at the
shared printer.
Automatic redaction functionality is
particularly valuable for remote workers
at home when using unsecured personal
printing devices instead of a smart MFP.
Content-aware print and capture ensures
sensitive information doesn’t end up on a
home printer.
Traditional scanning leaves organizations
vulnerable to version control issues, email
clutter and network traffic clutter. With
smart capture technology, documents
www.intelligentcio.com
INTELLIGENTCIO
37