Can secure print management show who printed what?
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Set a release method and print log for each of your 5 or more offices, then decide where controls differ.
Yes, secure print management can record who printed what when the release method and logs are documented for each office.
With secure print release, a job waits until its sender authenticates at a configured printer.
PaperCut can let that person collect it at another included site.
That configuration supports your controls without guaranteeing compliance or performance.
Secure release is an optional extra, priced as its own line in your quote, and the monthly plans are published in full.
Who owns the data on the drives under managed print
Show who printed what, office by office
Name the sites and the rule you have to meet.
How secure print release works in a print queue
Secure print release holds each job until the person who sent it is standing at the printer.
Card and PIN code release work the same way.
- Sending a print job looks the same to staff as it always has.
- The job waits in a print queue instead of printing at once on the network printer.
- At a configured device, the person authenticates with an enrolled card or a PIN code.
- Then it prints.
- A job nobody releases never prints, and is deleted under the retention rule.
This is also known as follow me printing, because the job follows its sender to whichever configured printer they reach.
User authentication at the device helps keep sensitive documents out of a shared output tray.
Print security of this kind can lower the risk of data breaches from paper left unattended in a tray.
The admin password, the firmware and each machine's drive are covered under hardening the printer itself at every office.
How long a job waits belongs in a written printing policy for every office.
Secure print release is a feature of print management software, and PaperCut is one such product.
Ours runs on PaperCut.
The software is an optional extra, with its cost stated in your quote.
How to set up secure print across an office print fleet
Secure print is a release policy set in the print management software, then applied to chosen devices.
It goes into your managed print quote as an optional extra, with its cost stated.
IT decides who enrols cards and codes, and which offices share one release queue across the group.
Nothing in the staff workflow changes until somebody reaches a printer.
Under managed print services, or MPS, the release software is quoted beside the printers.
You can implement secure release at one site first, then extend it office by office.
How to turn secure print off, or exempt one device
To turn it off, change the release policy for that queue or device.
An exempt device prints each job on arrival.
Write every exemption into that site's scope, so the audit trail explains why it prints openly.
Only staff you authorise should be able to change a release policy.
As an optional extra, secure print on PaperCut lets staff release a job at any of your offices with a card or code.
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A confidential document waits in a shared tray after its sender leaves.
Printer security has to control that ordinary moment.
The later question is who released the job, plus where and when.
Last updated 21 October 2026.
Secure printing lets staff collect PaperCut jobs at any site
With PaperCut, the same print button sends a job to a queue that holds it until its sender reaches a printer.
The wider vocabulary is explained in what managed print means in plain English.
- The person sends the job from their usual application to the PaperCut queue.
- The job waits on a print server, or online for Microsoft 365, as the written scope sets out.
- An enrolled card or code identifies the person at a configured printer, at any included site.
- The release, the deletion and the log all follow the settings documented for that site.
Pull printing is another name for this, because the printer pulls the job from the queue.
What happens to a job nobody collects?
One printer PIN or a managed release queue
| Question | One printer PIN | Managed release queue |
|---|---|---|
| Where the job waits | At that printer | In the documented queue design |
| Another included site | Not by that PIN alone | Possible at configured printers |
| Identity method | A PIN for that job | An enrolled card or code |
| Release records | Depends on the printer | Defined in the agreed logging setup |
| Uncollected jobs | Depends on local settings | Deleted under the agreed retention rule |
IT chooses the rules: identity, retention, deletion, exceptions.
You see the setup work and what it costs, before you commit.
Need to show who printed what, at every site
Tell us which sites and which documents have to be provable.
Secure print solutions, written into each site’s scope
A group policy still needs local facts.
Use this checklist for every health, legal, finance or child care location.
What does each site's scope have to record?
- Card or code enrolment
Record who enrols users, resets codes and removes access when somebody leaves.
- Release setup
Name the queues, the printers and every site where cross site collection is configured.
- Server and Microsoft 365
State whether the design uses a central server, an online service or Microsoft 365.
- Retention and deletion
Set how long waiting jobs remain and when uncollected jobs are deleted.
- Logs and reporting
Define the events, fields, access, export format and reporting period IT needs.
- Outage exception
Choose whether jobs wait or a named site receives a documented local release path.
- Readers and printers
List compatible card readers, printer requirements and installation work by location.
- Software and service costs
Quote possible software subscriptions and professional services instead of assuming inclusion.
Start the site record with a managed print assessment for every included address.
Send an unusual requirement through the secure print contact route before requesting a full scope.
According to the Information Security Manual, staff should log in to a multifunction printer before they print, scan or copy.
It also asks for that login to be as strong as the one used at a desk.
The same manual asks for printers to be placed where their use can be seen.
Source: Australian Signals Directorate, Information Security Manual, guidelines for communications systems, September 2026, cyber.gov.au, read 21 October 2026.
Windows Server 2016 support ends on 12 January 2027
Microsoft stops security updates for Windows Server 2016 on that date.
A branch print server still on it gets no more patches after then.
According to Microsoft's own end of support notice for Windows Server 2016, extended support ends that day.
Data from the ABS business survey for 2024 to 25 shows 21 per cent of businesses reported a cyber security incident.
Every branch with its own print server adds one more machine to replace or retire.
Retiring branch servers leaves a smaller print infrastructure to patch and watch.
Printing without a print server at each site is an optional extra on the agreement.
Your quote names any setup or subscription cost before you commit.
Name each branch still running its own print server in a written quote covering every branch print server.
Printing can run without a print server at each site
A design can avoid putting a separate print server in every branch.
It is an optional extra, including for organisations using Microsoft 365.
The suitable architecture depends on four things: identity, network, printer, outage.
Any setup or subscription cost is stated in your quote, not discovered later.
- Identity
Record how users and cards connect to the chosen directory.
- Connection
Document what each site needs to reach the queue and release service.
- Exception
Name any site that needs a local release path during an outage.
Where a computer still needs a driver, start from the official driver page for each printer model.
From $160 + GST a month per printer.
Standard plans, tailored to your fleet. Excess page rates are stated in your quote and are normally the same at every location.
Paper, staples and pages above your agreed volume sit outside that figure.
What Australian privacy law asks you to consider
Australian organisations assess their own duties under the Privacy Act 1988.
According to the OAIC quick reference to the privacy principles, APP 11 asks for reasonable steps against unauthorised access.
A release queue can support controls against unattended paper and unauthorised access.
Logs can support an incident review by recording configured release events.
Neither the product nor this page establishes that an organisation is compliant.
Access control at the printer is one reasonable step your advisers may weigh.
Data protection duties stay with your organisation, whichever printer or software you choose.
Your advisers in privacy, in legal and in security decide the controls and evidence required.
Print security questions differ across regulated and professional teams
The release mechanism is shared, but each organisation sets its own requirements.
Canberra offices with held printing shows how government offices can record local scope.
- Health
-
Patient records at shared clinic printers
Map access at every included site: reception, clinical, administration.
Record who can release jobs and which events the log must retain.
A group of clinics can read managed print for healthcare groups with several clinics.
- Legal
-
Client documents across several offices
Document after hours release, visiting staff and shared floor requirements.
Put retention settings in the managed print contract scope.
- Finance
-
Identity and financial documents at branches
Define release access where customers and staff share the same area.
Use the log fields required by the organisation’s own review process.
- Child care
-
Family and staff records at distributed centres
List office printers, authorised roles and local outage needs by centre.
Hobart offices across Bass Strait explains how regional locations enter a written scope.
A second Canberra secure printing example covers card or code collection across offices.
What are the risks of unsecured printing in a shared print environment?
A network printer that prints on arrival hands each page to whoever reaches the tray first.
Here are 4 risks a release step is meant to reduce.
- Staff who print documents to an open tray can lose them to the next person there.
- Sensitive information left in a tray can be read by visitors or by staff without clearance.
- Pages nobody collects still use paper and toner, and they add to print costs.
- Without a release log, nobody can show who printed a page after an incident.
A release log can also show print usage by person, and by site.
That record helps a group spot unnecessary printing at one office before it spreads.
Document security also reaches the drive inside each multifunction printer.
Multifunction printers, or MFPs, can keep scanned and printed jobs on that internal drive.
Encryption of that drive, and of jobs crossing the network, is a setting to confirm per model.
Wiping the drive at the end of the term is a paid option, priced in your quote.
Secure printing questions across sites
How does secure printing work across multiple sites?
PaperCut holds a print job until its sender authenticates at a configured printer, with an enrolled card or a code, as an optional extra.
Staff can collect at any included site.
The written scope documents 4 settings for each location: identity, queue, retention, logging.
None of this guarantees compliance or performance.
What belongs in a multi site secure printing scope?
Record card or code enrolment and the release setup at every site, then the server or Microsoft 365 approach.
Define retention and deletion settings, plus the log fields and reporting you need.
Document outage behaviour and any local release exception.
List reader and printer requirements, software subscriptions and professional services.
Can printing work without a print server at each site?
Yes. As an optional extra, a design can avoid a separate print server at every branch, including for Microsoft 365.
The right approach depends on four requirements: identity, network, printer, outage.
The quote and scope state any subscription or services costs, and name any site needing a local release exception.
What happens when the release service is unavailable?
Scope decides it.
A site may hold jobs until the service returns, or use a documented local release exception with named users.
No single outage design suits every organisation.
What secure printing costs should the quote state?
The quote should show PaperCut or other subscription costs, plus any professional services for setup or migration.
Card readers, printer requirements and installation work are listed by location.
Ongoing support and reporting go in the written scope.
Review the published managed print plans before comparing the complete scope.
An end of term data wipe is a paid option, quoted only if you ask for it.
Does secure printing guarantee privacy compliance?
No. Secure printing can support controls against unattended paper and unauthorised release.
Settings and logs must match your own risks and duties, and your own privacy and legal advisers decide the controls and evidence required.
Nothing here guarantees compliance.
Is cloud print management the same as cloud printing?
Not quite.
Cloud printing sends jobs to printers through an online service, with no print server at each site.
Cloud print management adds the software that tracks and releases those jobs.
Card or code release on PaperCut and printing without a print server are both optional extras here, priced in the quote.
Release rules, site by site
Name the documents that must be traceable.
Tell us what has to be provable
Say which sites and which documents.
Say whether the obligation is regulatory or professional.
That decides the retention settings more than the device choice does.
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You reach the person who prices fleets this size, and the written scope follows that call.
What our customers say
Reviews of Global Document Solutions, who run this service.
When something breaks
We've had a great experience with this team.
They're always prompt, helpful and really easy to deal with.
Any issues are sorted quickly and the whole printer leasing process has been seamless.
On price, and on being told things
I highly recommend Cyrus at Global Document Solutions.
The service was brilliant from start to finish, with clear communication and attention to detail.
Pricing was extremely competitive and offered value for money.
Replacing a machine already on contract
We replaced our existing machine (also through GDS) and, as always, the process was seamless.
We had our machine up and running with minimal downtime.
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