Cloud Printing Security Made Simple: A Quick Guide for Busy IT Teams
Cloud printing promises greater efficiency and more flexibility, but it also raises a fair few questions about security. The good news? When it’s set up properly, cloud printing will improve your security posture.
Below, we cut through the jargon and explain what really matters, in clear terms you can share with colleagues and stakeholders.
In brief:
• Modern cloud print services encrypt everything and only release jobs when the right person turns up.
• You get more control and visibility than with scattered on-prem print servers.
• It fits neatly with Zero Trust and compliance needs.
• With the right settings, cloud printing makes remote and hybrid work easier and safer.
What people worry about in cloud printing
“Will my document be exposed on the internet?”
No, reputable cloud print platforms encrypt documents in transit and at rest. Think of it like a locked, tracked parcel that only the named recipient can open.
“Aren’t we widening our attack surface?”
Old print servers are a magnet for patches and problems. Cloud print removes those boxes, closes risky ports, and keeps software up to date automatically.
“Do we lose control?”
Quite the opposite. Admins get a central dashboard, policies, and full audit trails, so you can see who printed what, where, and when, and set sensible limits.
“What about compliance?”
Cloud printing supports access controls, logs, automatic job deletion, and data separation. That makes audits easier and reduces accidental exposure.
“Does this work for hybrid teams?”
Yes. Staff can send encrypted jobs from anywhere and release them securely when they’re at the device, often without a VPN.
What “good” cloud printing looks like (in plain English)
1. Encryption end-to-end
Your print job is scrambled (encrypted) from the moment it leaves the device to the moment it’s released at the printer. Interception is useless to attackers because they can’t read it.
2. Secure release at the device
Nothing actually prints until the authorised person arrives and proves who they are (badge tap, PIN, mobile app, or sign-in). Goodbye “abandoned prints” on the output tray.
3. Identity at the centre
The system works with your identity provider (e.g., Microsoft Entra ID/Azure AD, Okta, Google) and applies the same access rules you already trust, no bolt-on user databases to wrangle.
4. Zero Trust by design
Access is granted per request, not permanently. Devices and users are continuously verified, and least-privilege applies. No broad, lingering permissions.
5. No print servers to babysit
Removing on-prem print servers cuts patching, reduces open ports, and eliminates an entire class of vulnerabilities. One less plate to spin.
6. Clear audit trails
Need to prove who printed what? You can. Need to spot odd behaviour? The logs will help. Need to set print limits? Easy.
7. Strong defaults for hybrid work
Off-network or mobile printing routes jobs securely over the internet (TLS/HTTPS). Staff get convenience; you keep control.
8. Automatic updates
Cloud services push security fixes quickly, so you’re not waiting for maintenance windows to patch core print components.
Explaining it to non-technical colleagues
Here’s a quick analogy you can reuse:
Before (legacy printing): You sent a postcard (your document) to a shared tray. Anyone walking past might see it.
After (cloud printing): You send a sealed package to a locker (the device). It only opens when you arrive and prove it’s you.
That’s the difference secure release and encryption make.
The bottom line
Cloud printing isn’t a security gamble; it’s a chance to tidy up a messy corner of your environment. With encryption, secure release, strong identity, and clear policies, you reduce risk and make life easier for everyone who just wants their document to appear when they arrive at the device.
Ready to simplify and secure your print environment?
As part of the ITDS Technology Solutions Group, our Managed Services team can help you implement cloud printing with the right controls, policies, and ongoing support, so you get the benefits without the headaches.
Get in touch today to book your free 30-day trial and see how ITDS can transform your print security and efficiency:
Discover a new way of working
Speak to our team today to find out how we can help to transform your business.
