Secure Printing and Scanning

Secure printing and scanning includes managing both the digital documents and the paper versions of these documents.  Following the below good practices and standards helps ensure that document owners are proactively protecting information. 

Secure Printing using Papercut

Secure printing is required to reduce the occurrence of individuals intentionally or accidentally picking up a confidential document at the printer tray which doesn't belong to them.  Either can result in an information security incident which breaches privacy or confidentially.

Such a breach can be eliminated when users utilize the secure printing solution offered by University of Regina printing platform, Papercut.  By using secure print, printed documents are only released when users authenticate themselves by password or swipe card physically located near the printer.  To find out more about secure print, please see the University of Regina Print Information Page.  Directions on how to use secure print to hold print jobs until authenticated at the print device are located in the iPrint instructions.

Secure Scanning

When using a network scanner to create a digital file from paper document, it is important to consider the security of the newly created digital file to ensure it remains confidential. For example, if you wish to securely share a document via an attachment on an email message, the file contents must be encrypted to prevent the file from being accessed if it is forwarded or saved to a public location. The following is a list of methods you can use to securely scan and store documents which are sensitive, restricted or confidential.

These methods can be used with University of Regina MFP devices to scan documents securely.

Method 1: Scan to an encrypted PDF File

This allows scanning of a document and saving to a password protected PDF which can then be transmitted by USB drive or via email.  When you scan a document, you can select "Secure PDF", create and enter the password for the PDF File, and then safely transmit.  For assistance in creating a strong password for your document, please see the password guidelines page.

Please see the full instructions on how to scan to an encrypted PDF for emailing.

Note: Do not lose your password (encryption key). If you do, the encrypted PDF file will not be accessible any longer.

Method 2: Scan to an encrypted USB Drive

This method allows scanning a document to a local USB drive which provides hardware encryption.  This prevents the document from being emailed, and keeps it stored securely as it is protected with a passcode on the encrypted device.  A hardware encrypted USB device is required use this method.

Please see the full instructions on how to scan a document to an encrypted USB drive.

Securing Printers, Scanners, and Multifunction Devices

Owners or administrators of network printers, scanners, fax or multifunction devices are required to secure the devices connected to University of Regina network. 

Network Printer, Scanner, Fax and Multifunction Device (MFD) Security Standard is the baseline standards required for print related devices connected on campus.

This standard covers networked printers, multi-function devices (MFDs), fax machines, copiers, or scanners (collectively referenced as devices) which are connected to the University of Regina network, regardless if they are acquired and/or managed at the personal, faculty, or unit level.

Network Printer, Scanner, Fax and Multifunction Device (MFD) Security Standard is located at the Information Security Policies and Standards page.