Secure print management across every office you run
- 5.0 on Google from 150+ reviews
- Trading since 2010
Secure print management holds every print job in a queue, at all 5 or more of your offices.
- Held in a queue, released at the device, logged either way
- One audit trail across every address, not one per site
- Operated by Global Document Solutions
It prints nowhere until the person who sent it authenticates at the device.
Nothing prints into an empty tray.
That removes the most common route to unauthorised access to a sensitive document.
Across 5 or more offices it also produces one audit trail covering every site.
That is the part a regulator asks about.
Written for legal, health, finance and other organisations carrying a records duty.
They have to answer for documents at sites they do not walk through.
Who owns the data on the drives under managed print
Scope a secure release rollout
- 5.0 Google rating, from 150+ five star reviews
- Since 2010 Australian owned and Queensland based
- 500+ Australian businesses on an agreement with us
- Next day A technician on site the next business day
Trading year and client count: published by Global Document Solutions, who operate this service, and read from their site on 5 September 2026.
Rating and review count: from the Google Business Profile for Global Document Solutions, read the same day.
Next business day attendance: a commitment we make, not a measured result.
A confidential document sits in a tray in a branch office all afternoon.
The person who printed it was called into a meeting.
Nobody is negligent.
The print queue simply did what it was told, immediately, to a device in a corridor.
Print security is a property of the queue rather than of the network printer at the end of it.
The question afterwards is never about printers.
“Who had access to that document, and can you show me?”
Last updated 5 September 2026.
How does secure print release actually work
Four steps.
You will see it sold as pull printing or as follow me printing, and all three names describe this same mechanism.
The only change a person notices is that they walk to the device before the paper appears rather than after.
Data from our own rollouts is not published here, so take the 4 steps as the mechanism rather than as a performance claim.
- The job is sent normally, from any application, to one shared print queue rather than to a named device.
- It is held on the print server or in the cloud, encrypted, and it prints nowhere until somebody claims it.
- User authentication at the device, by card or by login, shows the sender their own print jobs to release.
- Every release, every deletion and every job that timed out uncollected is written to one log across every site.
A device PIN against a managed release queue
| Driver level secure print | Managed release queue | |
|---|---|---|
| Where the job waits | On that one device | In a queue, on a server or in the cloud |
| Collect at another office | No | Yes, at any device on the fleet |
| Central log | None | Every release and every deletion, across all sites |
| Policy set centrally | No, set per person per device | Yes, once, applied everywhere |
| Uncollected jobs | Sit until somebody clears them | Deleted on a set timer, and logged |
| Setup effort | Every person, every device | Once, then card or login |
Uncollected jobs are deleted rather than printed.
On most fleets that removes a measurable slice of total volume in the first month.
A share of everything sent is never actually wanted by the time somebody reaches the device.
Need to show who printed what, at every site
Tell us which sites and which documents have to be provable.
What does secure printing look like across multiple offices
The mechanism is identical at 1 site and at 12.
What changes is what you can prove, and who has to be there to prove it.
At 1 site an audit question can be answered by asking the person who prints most.
At 12 sites that answer does not exist anywhere unless the system wrote it down.
The difference is not the security of any single job, which is the same either way.
It is whether the organisation can produce a record for every address at once, in one format, on the day it is asked for.
According to the retention duties most regulated organisations carry, that record has to outlast the person who created it.
One trail, not twelve
A single log covering every device at every address, queryable by person, by site or by date.
Twelve separate site logs in 12 formats is not an audit trail.
It is 12 pieces of homework you do after somebody asks a question.
One query, 1 export, 1 answer.
That is the whole difference.
The log records the jobs nobody collected as well as the ones somebody did.
People forget that half, because a document sent and abandoned still left a desk.
It also names the device, the site and the time, so an incident can be placed rather than guessed at.
Release anywhere on the fleet
A job sent in Sydney can be collected in Brisbane, because the queue is not tied to the device.
For anybody who works across sites this is the feature they notice.
It also removes the habit of printing twice to be safe, which across 8 offices is a real slice of volume.
Somebody travelling between offices no longer arrives to find their document waiting at the site they left.
Nor do they send it again from the car park and leave the first copy in a tray.
The queue follows the person rather than the machine, which is why it is sold as follow me printing.
Mobile print from a phone or a laptop enters the same queue and releases the same way.
Policy applied once
Retention, deletion, colour rules and who may print what.
Set once, applied at all 8 or 12 addresses.
One policy across the whole print environment, rather than one per print device.
A rule that exists only at head office is not a policy.
It is a preference that the branches never heard about.
A retention timer is the clearest example of it.
Set uncollected jobs to delete after 8 hours and that rule reaches every device on the fleet the same day.
Set it per device and it is correct at head office and unknown at the 11 other addresses.
An auditor asks about the fleet, never about the one site where the policy was configured properly.
From $160 + GST a month per device.
Volume is pooled across every site, so a larger fleet prices into a lower band.
Paper, staples and pages above your agreed volume sit outside that figure.
Which Australian law a print release log actually answers to
Overseas suppliers selling into this market often cite the European GDPR at an Australian buyer.
That is the wrong statute, and quoting it is a fair signal that the page was not written for you.
The law that applies here is the Privacy Act 1988, and the obligations sit in the Australian Privacy Principles in Schedule 1 of that Act.
Australian Privacy Principle 11, security of personal information
Australian Privacy Principle 11 is the one a print queue touches.
It is titled security of personal information.
It requires an organisation to take the steps that are reasonable in the circumstances to protect that information.
The harms it names are misuse, interference, loss, and unauthorised access, modification or disclosure.
A page of client records sitting in an output tray in a room the public walks through is unauthorised disclosure waiting to happen.
Holding that job in a queue until the sender is standing at the device is one of the reasonable steps.
The release log is how you show you took it.
The Notifiable Data Breaches scheme, and why the log decides it
The second obligation is the Notifiable Data Breaches scheme, added to the Privacy Act as Part IIIC and in force since 22 February 2018.
Where a breach is likely to result in serious harm, it requires notice to the affected people.
It also requires notice to the Australian Information Commissioner.
Assessing whether that threshold is met means knowing what was printed, where and by whom.
Without one release log across every address that assessment is guesswork, and guesswork is what makes an incident notifiable.
None of this is legal advice and we are not lawyers.
It is the statute your own counsel will name when they ask what the print fleet does.
This page gives you the answer before they ask.
Which organisations actually need secure print management
Four kinds, in the order they usually come to us.
The common thread is having to answer for a document at 1 of 6 or 8 sites that nobody senior visits.
A search for secure printing services near you returns copy shops, not release queues.
All 9 organic results on Google Australia were print or copy shops when that was checked in September 2026.
- Legal
-
Why do client matter documents printed in shared offices need it
Briefs, contracts and correspondence printed to a shared device in an open plan floor, often after hours by somebody working alone.
The requirement is rarely a rule about printers.
It is a professional obligation about client confidentiality, and a print tray quietly undermines it.
Data protection duties cover paper as well as files, and a tray is where paper waits unattended.
Per the same logic the log matters as much as the lock.
Nowhere is that felt harder than in the capital, where the release rule is settled before the page rate is.
A firm with 6 offices has to show which of them a document reached.
After hours is when this matters most, because the floor is empty and the tray is not watched.
A job held in the queue simply does not exist on paper until somebody is standing at the device.
That removes the window entirely rather than shortening it.
Where the retention settings are written down is the agreement itself, and the terms worth reading in it.
It comes up most often on government and university floors.
Managed print services in the Hobart corridor covers that ground.
- Health
-
Patient records across clinics that share a printer
Multi site practices where reception, clinical and administrative staff share devices.
A record left in a tray is visible to whoever walks past.
The log matters as much as the hold here, because the question afterwards is who saw it, not whether the door was locked.
Shared reception devices are the usual point of exposure, since patients stand beside them while they wait.
Releasing at the device puts a clinician in front of the record at the moment it prints.
Across 6 clinics the same rule applies without anybody configuring it 6 times.
The record of who released what is produced from one query rather than from 6 site visits.
- Records
-
Retention duties that outlast the person who printed
Aged care providers, registered training organisations, insurers and any private business that has to keep a document trail.
The duty is written into their own policy or their insurer’s, and an auditor asks for evidence rather than an assurance.
A release log turns a retention rule from something you assert into something you can produce.
The duty usually outlasts the person, which is the part that catches organisations out.
Somebody who left 2 years ago cannot be asked what they printed or why.
The log answers it without them, and it answers it the same way for every site.
- Finance
-
What about statements, applications and identity documents
Branch networks printing customer identity and financial documents at devices in areas that customers themselves walk through.
The exposure is not theft.
It is the ordinary case of somebody collecting a stack and taking one page that was not theirs.
Answers before you ask
How do I set my printer to secure print?
On a single device it is usually a driver setting.
Open printing preferences, choose secure print or locked print, and set a PIN.
The job then waits on the device until that PIN is entered at the panel.
A PIN code is a password on one machine, not user authentication across a print fleet.
That is worth knowing and it is not what this page is about.
A per device PIN does not survive twelve sites, does not release at another office, and produces no central log.
It solves one person’s problem for one afternoon.
That per device method works, and it stops at the device it was set on.
A managed release queue is set once centrally and applies at every address on the fleet.
The person then authenticates with a card or a login rather than remembering a PIN per machine.
Across 8 offices the difference is the setup effort and the log, not the security of any single job.
Does secure print release slow people down?
Slightly, and only at the device.
The job releases in the time it takes to tap a card, so the added step is the walk rather than the wait.
Against that, people stop reprinting jobs they cannot find and stop collecting somebody else’s pages by mistake.
Most organisations report the net effect as neutral within a fortnight.
The job is already rendered and waiting, so releasing it starts printing immediately rather than after a spool.
The change a person notices is walking to the device before the paper appears rather than after it.
In practice that removes the trip made to collect a job somebody else already picked up.
It also removes the second copy sent because the first one could not be found.
We publish no timing figure from our own rollouts, because we have not published the measurement behind one.
What happens if the network or the queue is down?
Jobs stay queued and release when the connection returns.
Nothing prints unsupervised in the meantime, which is the behaviour you want from a failure in this particular system.
For sites that genuinely cannot tolerate that, a local release option can be configured.
It is worth deciding deliberately rather than discovering the answer during an outage.
Jobs already released and printing are unaffected, because the page data has left the queue.
Jobs still waiting stay waiting, and they print once the queue is reachable again.
Nothing is printed unattended during an outage, which is the behaviour a secure queue is supposed to have.
A break glass path can be written into the rollout for the sites that genuinely need one.
That path is logged like any other release, so the exception is still evidence rather than a gap.
Is secure print included in a managed print agreement?
The print management software is normally deployed as part of a managed agreement rather than bought separately.
The CopierChoice Australia Printer and Copier Cost Benchmark Report 2025 describes what sits inside the bundled per page rate.
The device, the servicing, parts and labour, and toner.
In Australia that rate runs 1.2 to 3.5 cents a mono page.
Ask any supplier whether the secure release licence sits inside the rate or on a separate invoice, because both models exist.
The published Australian rate ranges are worth reading before that conversation.
The licence, the configuration and the ongoing support sit inside the monthly figure rather than beside it.
The card readers are hardware, so where a fleet needs them they are specified per device at the scope stage.
A device already carrying a reader is used as it stands rather than replaced.
The one thing never included is the policy itself, because retention and colour rules are yours to set.
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.
What their customers write on Google
Managed Printer Services is new. Global Document Solutions, who run it, is not.
When something breaks
We have had a great experience with this team.
They are 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.
These are reviews of Global Document Solutions, who operate this service, and not of this site.
Each one is copied word for word from their Google Business Profile, under the name Google shows, read on 7 September 2026.