Secure Print Practices: What Every Higher Ed In-Plant Should Know

Higher education in-plants handle some of the most sensitive information on campus: student records, financial aid documents, admissions materials, and even faculty contracts. With this responsibility comes the need for secure, compliant, and efficient printing processes. As data breaches and compliance audits become more common, adopting secure print practices is no longer optional — it’s essential. 

Why Security Matters in Higher Ed In-Plants

Universities and colleges operate under strict regulations, with FERPA (Family Educational Rights and Privacy Act) setting the standard for safeguarding student information. A single misstep in print security could mean exposure of personal data, reputational damage, and costly compliance violations.

In-plants have the unique advantage of being embedded within the institution, but that also means they’re under heightened scrutiny. Implementing secure print practices builds trust with faculty, staff, and students while ensuring regulatory compliance.

1. Secure Print Release: The First Line of Defense

One of the most common vulnerabilities in print environments is uncollected print jobs left sitting on output trays. Secure print release eliminates this risk by requiring users to authenticate before their job is released. 

Best Practices: 

• Require ID badge authentication or secure PIN entry at the device. 
• Implement mobile and cloud-based release options for convenience. 
• Track print activity to monitor compliance and detect anomalies. 
  

2. FERPA Compliance and Student Data Protection

FERPA regulations require institutions to take measures to prevent unauthorized disclosure of student information. Printing is a major touchpoint where data can slip through the cracks. 

Compliance Steps for In-Plants: 

• Encrypt data as it travels from the workstation to the printer.  
• Limit access to sensitive print queues by department or role. 
• Maintain audit trails of who printed, when, and where. 

3. Secure Handling of Student Records

From admissions acceptance packets to financial aid letters, in-plants produce documents that require extra care. 

Secure Handling Practices: 

• Store printed jobs in locked bins or cabinets until pickup.  
• Use secure shredding for misprints and waste. 
• Restrict access to production areas to authorized personnel only. 

4. Training Staff and Students on Secure Print Habits

Technology alone isn’t enough — people are the biggest factor in print security. Regular training ensures staff and student workers understand the risks and follow best practices. 

Training Tips: 

• Educate about FERPA violations and consequences. 
  
• Post visible reminders near devices about secure release. 
• Include secure print policies in onboarding and compliance training. 

5. Leveraging Managed Print and Security Tools

Partnering with a trusted technology provider helps in-plants gain access to advanced tools like: 

• Print management software for monitoring and reporting. 
• Integrated cybersecurity solutions for data protection. 
  
• Proactive service and support to maintain compliance readiness. 
  

For higher education in-plants, secure print practices are more than IT best practices — they’re mission-critical safeguards for compliance, trust, and student privacy. With secure release, FERPA compliance measures, and strong handling protocols, your in-plant can be a true protector of institutional integrity