Three ways to share corporate devices – and which one to pick
Many organisations today – especially those operating in the public sphere such as libraries or co-working spaces – need to provide services such as printing and scanning to the wider community. That means placing a device in an area where the public can use it. But how can organisations do this without exposing their networks to risk?
In this article, we’ll explore three approaches to sharing corporate devices, and assess any security concerns.
Method 1: USB connection and email
The most common way to share print and scan services is providing a non-networked device with a USB slot. It’s very easy – but USB sticks can transfer viruses, including those designed specifically for multifunction devices. That allows hackers to create and exploit corrupted configurations and take over the device, putting sensitive data at risk.
This also means that you need to put aside budget to provide this device, adding to costs. By disabling the USB ports, you can protect your systems, but you then need to connect the device to your corporate network. Whenever the public need to print, they will submit files to your staff, via USB or email – so the risk remains. Additionally, your staff end up spending time dealing with these requests.
Method 2: Third-party hardware
You could add a third-party device to your network. The device – perhaps a tablet – can control your public printing and act as a middleman between the public and your network. The issue, though, is the tablet needs to be maintained, while it and any server components are not your corporate assets, so they might miss out on crucial security updates. The tablet itself is at risk of damage as well.
For your IT team, it could create more challenges by adding another operating system such as Linux or iOS to your organisation. And if the tablet is used by your staff as well as the public, it leaves them open to compliance breaches if they read documents submitted by the public – or worse, for members of the public to read confidential internal documents.
Method 3: Canon Print Share Solution
Should you opt for convenience or security? With the Canon Print Share Solution, you don’t need to choose. Used alongside our six-time award-winning uniFLOW Online print management system, the Canon Print Share Solution is hosted in the cloud.
There’s no on-premise terminals, release stations or servers needed, and the Print in City app is certified and rigorously tested by our experts. Everything is kept apart as well. There are no shared processing spaces or device credentials, while internal and external prints are separated and encrypted.
When an internal user presents at a Print in City device, the device identifies them – for example, using their building access card via uniFLOW Online – and releases only their prints.
If an external guest user wants to use the device, they can scan the QR code identifier, and the system will recognise them as a specific Print in City user and release their prints.
It’s simple and secure for everyone – and best of all, the Print in City solution is self-contained. Your staff get the time back to carry out their normal work.