This article explains why we recommend using PIN codes on printers and how it reduces the risk of a data breach - this recommendation often comes about after a Making the Rounds visit to your site.

Using PIN codes on printers provide several data protection benefits:

1. Prevent unauthorised access: By requiring a PIN code to access the printer, you can prevent unauthorised individuals from printing sensitive documents or accessing the printer's configuration settings.  It ensures that only employees have access relevant to their role.

2. Protect confidential information: If you are printing confidential documents, PIN codes can ensure that only authorised individuals can access the printed material. This can help protect against the accidental disclosure of sensitive information and minimise the risk of a data breach.

3. Control printer usage: PIN codes can also be used to control who can use the printer and when. For example, you can assign different PIN codes to different departments or individuals and track who is using the printer and when. This can help you better manage printer usage and reduce costs.  

4. Secure printing: Many printers offer a feature called secure printing, which requires a PIN code to be entered before the printer will release the document. This can help ensure that confidential documents are not left unattended in the printer tray for others to see, again minimising the risk of a data breach.

Overall, PIN codes on printers can provide an additional layer of security to protect against unauthorised access to sensitive information and help you better manage printer usage.

The steps to set up PIN codes on a printer may vary depending on the printer model and manufacturer, but is something that your IT provider/technician should be able to implement.  There are both software and hardware solutions.

Once PIN codes have been created ensure that staff receive this information in a secure and confidential way and follow the same guidance used for protecting their passwords, such as not writing it down or sharing it : Passwords Best Practice Area

Consider also how confidential waste is stored/disposed of.  If it is stored prior to external destruction make sure it is securely stored in secure bins or in a confidential waste bag in a locked cupboard.  Avoid the temptation to leave recycling paper in boxes even if not confidential - often this is a data breach risk when confidential data gets mixed with class resources.  Confidential waste bags and boxes must be kept as securely as befits the documents they hold.

We would also recommend visiting our Information & Cyber Security Best Practice Area for further advice about protecting data and systems.

If you would like to book a 'Making the Rounds' visit with one of our school consultants please contact us: This email address is being protected from spambots. You need JavaScript enabled to view it.