Print security is an essential part of many businesses, but oftentimes when documents are printed, the information leaves the secure area of IT and is printed out onto the print tray for everyone to see.
This is where Follow Me Printing is used. Print jobs are held centrally on the print server until the user goes to collect their documents, drastically reducing the risk of sensitive information being shared.
What is Follow Me Printing?
Follow Me Printing, sometimes called ‘pull printing’, is a function that enables users to print by finding the closest printer to them from their computer or device.
The steps of Follow Me Printing are:
A user sends a print job from their device to a single virtual print queue which is then held on a server securely awaiting its release.
The user heads to one of the print devices in their building; this may be the nearest printer or one not in use by another user.
The user logs into the print network with their authentication and their print request is released.
Why would a business need Follow Me Printing?
Follow Me Printing provides a simple, user-centric solution to busy print environments. Instead of print jobs being sent directly to a printer that is chosen on a computer, Follow Me Printing places jobs in a ‘holding state’, helping to reduce wasted paper and toner from uncollected print jobs. Follow Me Printing helps to increase businesses productivity, adds extra levels of security for confidential documents, eliminates waste and helps to alleviate pressure off in-house IT teams.
Advantages and Disadvantages of Follow Me Printing
As with any kind of software, there are both advantages and disadvantages that should be considered.
Advantages of Follow Me Printing
There are many advantages that come with Follow Me Printing software:
Print security - Follow Me Printing is one of the best forms of secure printing. In order for the document to be printed, a user must use their authentication at the printer. This removes the risk of print jobs being forgotten or picked up by the wrong hands.
Load balancing - During busy periods, users can choose to print at free or unused printers. This can help to reduce the strain on just one printer and allow users to print much quicker.
Reduction in waste - Without Follow Me Printing, users can send documents to print immediately and never retrieve their documents. Follow Me Printing prevents your recycling bin from becoming full of forgotten or unnecessary print jobs and therefore helps to reduce your overall waste. This is also great for the environment too.
Saves IT time - Follow Me Printing allows IT staff to free up their time to do more important tasks since they don’t need to spend their time mapping multiple print queues across different floors or even buildings in your organisation.
Disadvantages of Follow Me Printing
Although there are many advantages for Follow Me Printing, there are a few disadvantages that you should be aware of.
One of the biggest disadvantages is the cost. Unfortunately, there is a cost that comes with using Follow Me Printing and there may be cheaper ways to reduce your overall printing costs, especially if your overall business goal is to reduce printing costs.
There are lots of in-built management functions on most multifunction printers, such as ID print release, print to box and more. Speak to us and we can help.
Speed can also be an issue for some businesses who use Follow Me Printing. For users who send large documents, the user will have to wait for the server to release the job and then the printer to process and print it.
Follow Me Printing authentication methods
Follow Me Printing has 3 main authentication methods that can be implemented as a means for users to authenticate their identity:
Cards, badges or fobs (customers own door fobs can be used)
Username and password input
Mobile device
For extra levels of security, you can implement two-factor authentication, which you may have already seen on the likes of Google and Apple. This essentially means in order for a user to validate their identity, they must provide two forms of identification, such as a fob and a mobile login.
This is particularly great for businesses like Law Firms who need to ensure confidentiality and protection with their documents.
Is Follow Me Printing right for my business?
Whether Follow Me Printing is right for your business really depends on your business goals and needs. As we’ve mentioned, depending on what you’re hoping to achieve, such as reduced costs or security, there may be better ways of achieving this without the need to buy specific software. Many printer manufacturers have built-in solutions that allow for secure release or authentication requirements, meaning that you don’t have to buy alternative softwares.
At Copy Print Services, we have integrated many different print solutions to our customers over the years, from busy office environments to schools and universities. Get in touch with our expert team today if you think your business could benefit from modern print solutions.
