The General Data Protection Regulation (GDPR) has transformed how businesses collect, process, and store personal data. Since its enforcement, organisations across the UK and Europe have faced stricter rules, higher accountability, and significant penalties for non-compliance. While most companies have strengthened their IT networks and email security, many overlook one of the most common sources of data risk….the printer!
Every day, businesses produce sensitive printed documents: financial reports, employee contracts, customer invoices, patient records, and more. Without secure print management processes in place, each of these documents could represent a GDPR breach waiting to happen.
At Nustream, we specialise in delivering secure printing services and managed print solutions powered by Xerox technology. Our focus is on helping businesses achieve compliance, improve efficiency, and reduce costs by embedding security into every stage of the print lifecycle.
Why Print Security Matters Under GDPR
GDPR applies to all personal data, regardless of the format. A piece of paper left on a printer tray is just as much a compliance issue as an unencrypted email. Yet, printers are often overlooked in security strategies because they are viewed as simple office equipment rather than sophisticated, network-connected devices.
In reality, today’s multifunction printers (MFPs) are advanced computing devices with storage, operating systems, and connectivity to networks, mobile devices, and the cloud. This makes them attractive targets for cybercriminals and vulnerable endpoints within your IT environment.
Unsecured printer services can lead to:
- Data breaches: Sensitive information left unattended or intercepted during transmission.
- GDPR non-compliance: Lack of audit trails or restricted access.
- Malware attacks: Exploiting outdated firmware and unsecured ports.
- Reputational damage: Loss of customer trust following a breach.
Studies show that over two-thirds of businesses have experienced data loss due to insecure printing. For small and medium-sized enterprises, nearly a third reported losing customers as a direct result . These statistics highlight the urgent need for businesses to treat their printing services as part of their core security strategy.
The Essentials of Secure Printing for GDPR
To be GDPR compliant, organisations must ensure that data is secure throughout its lifecycle, from creation to storage, use, and eventual destruction. This includes every step of the printing process.
Here are the essential elements of secure print management:
- Role-Based Access Controls
Not all employees require the same print privileges. Implementing role-based access allows businesses to control who can print, copy, or scan sensitive documents. HR staff, for example, may have access to employee records, while general staff are restricted to everyday print jobs.
- Secure Print Release
A common risk is employees sending jobs to a printer and leaving them unattended on the tray. With secure print release, documents are only printed once the user authenticates at the device using a PIN, swipe card, or mobile app. This simple step eliminates “print and walk away” breaches.
- Encryption and Secure Erase
Xerox devices offer full encryption for data both in transit and at rest, ensuring sensitive documents cannot be intercepted on the network. Additionally, secure erase technology ensures that no residual data remains on device hard drives, preventing information leaks when printers are recycled or resold.
- Detailed Audit Trails and Reporting
GDPR requires accountability. A compliant print management system should log every action, showing who printed what, when, and where. This visibility allows compliance officers to respond quickly to audits and investigations.
- Device Hardening and Zero Trust Security
Modern Xerox printers support advanced device hardening features such as secure firmware, closed ports, and automatic patch updates. Nustream also helps organisations adopt Zero Trust Security, an approach where no device or user is trusted by default, and every request is verified before access is granted .
How Managed Print Services Strengthen GDPR Compliance
Many organisations don’t have the in-house expertise or resources to maintain print security continuously. That’s why managed print services (MPS) play such a crucial role.
Nustream’s MPS packages combine advanced Xerox technology with proactive monitoring, automated supply replenishment, and centralised security management. This ensures:
- Continuous compliance: Policies are updated and enforced across all devices.
- Reduced costs: Businesses save up to 30% by eliminating waste, reducing energy use, and consolidating devices.
- Improved productivity: Employees spend less time troubleshooting printers and more time on valuable tasks.
- Enhanced security: Ongoing monitoring and real-time alerts ensure vulnerabilities are addressed before they become breaches.
Instead of piecemeal security measures, managed print services deliver a holistic approach, integrating GDPR compliance into every print workflow.
Secure Printing in Hybrid and Cloud Environments
With hybrid work now the norm, employees expect the flexibility to print securely from home, satellite offices, or while on the move. This adds new compliance challenges, particularly around remote networks and personal devices.
The Xerox ecosystem, supported by Nustream, provides secure cloud printing through Xerox WorkPlace Cloud. This serverless solution allows businesses to manage and secure printing across multiple sites, with centralised control and full audit trails. Employees can print from laptops, tablets, or smartphones with the same level of security as they would in the office, ensuring GDPR compliance extends to all environments.
Beyond Compliance: The Wider Business Benefits
Becoming GDPR compliant in your print environment is not just about avoiding fines. It brings a host of wider business benefits:
- Cost reduction: Smarter workflows and automated supply management cut unnecessary expenses.
- Operational efficiency: Print environments are easier to manage, freeing IT teams from repetitive tasks.
- Sustainability: Print rules reduce paper and energy waste, aligning with CSR goals.
- Customer confidence: Demonstrating secure practices enhances trust and strengthens reputation.
By partnering with a managed print service provider like Nustream, businesses transform their print environment into a strategic asset that delivers compliance, savings, and long-term value.
Conclusion
GDPR compliance doesn’t stop at your servers or emails, it extends to every printed document and every multifunction device in your business. By implementing secure printing essentials such as role-based access, secure print release, encryption, and audit trails, you can protect sensitive data and avoid costly fines.
At Nustream, we deliver Xerox-powered printing services, digital printing solutions, and managed print services that safeguard your entire print environment while improving efficiency and cutting costs.
Concerned about GDPR compliance in your print workflows? Book a free print security assessment to uncover vulnerabilities and take the first step toward full compliance.
Source: Nustream UK
Title: Are You GDPR Compliant? Secure Printing Essentials
Author: Nustream Marketing Team (Verified Business Publisher)
Published: 2025
Category: Managed Print Services / Data Security / Compliance
This article was written and reviewed by print security and compliance specialists at Nustream, an official Xerox Partner providing secure managed print services, digital workflow solutions, and data protection technologies to organisations across the UK.
All insights are based on verified Xerox security documentation, GDPR compliance guidelines, and Nustream’s expertise in implementing secure printing environments for regulated industries.