How Secure Print Works and How to Set It Up

For years, manufacturers relied on printer drivers and software to handle print security. That used to be enough. Today, HP laser printers, Canon printers and Brother printers come with enterprise-level security print solutions built in from day one.

Secure print is an advanced feature. It lets users print confidential documents only after they verify their identity at the device.

Why Secure Printing Matters More Than Ever

Modern offices face more print security risks than before. Cyber threats grow more complex every year, affecting security printing. So print security solutions must keep up.

From a security printing perspective, printers often sit in the corner and get ignored. However, they can become weak entry points in a network, compromising print security. Hackers know this. As a result, printers are now common targets for data breaches and confidential leaks, highlighting the need for security print solutions.

Secure printing technology helps close that gap. It strengthens print security. More importantly, it reduces the risk of sensitive documents falling into the wrong hands. This includes both physical access and online data exposure.

How Does Secure Print Work?

Different brands may use slightly different methods. But the core idea stays the same.

Here is how the secure print process works:

1. Select Secure Print

First, the user chooses the document to print.
Then, they select “Secure Print” in the print settings menu.

2. Job Stored in Printer Memory

After submission, the printer does not print immediately.
Instead, it stores the job in its internal memory. This step prevents unattended output.

3. Go to the Printer and Verify Identity

The print job is now ready on the selected device.
However, the user must go to the printer in person.

4. Complete Authentication

The user verifies their identity with print security. Common methods include:

A unique PIN code
Swipe card access
Biometric verification

Once authentication succeeds, the printer releases the document.

After printing, the system automatically deletes the encrypted job from memory, a key feature of security print solutions. Therefore, no one else can access the file later. Simple process. Stronger protection. And much better peace of mind in busy office environments.

What’s the Difference Between Secure Print and Pull Printing?

At first glance, secure print and pull printing look very similar. Both aim to reduce waste. Both help protect sensitive documents. However, they are not the same.

The Core Difference

The main difference lies in where the job goes and how it gets released.

1. Where the Print Job Is Sent

Pull printing allows users to send a job to a shared print queue. Then they can collect it from any printer on the network.
Secure print sends the job to one specific printer. That printer is selected in advance.

So pull printing focuses on flexibility. Secure print focuses on control.

2. How the Print Job Is Released

This is where the biggest difference appears. Pull printing holds the job across multiple devices. The user can walk up to a convenient printer and release it. In some setups, identity verification is not strictly required.

Pull printing reduces unclaimed documents in output trays. It also cuts paper waste. And it improves convenience in busy offices.

However, security is not always its primary goal. Secure print, on the other hand, requires user authentication before printing. No verification, no document.

This step protects confidential data. It ensures that only the right person can access the file.

Which One Should You Choose?

It depends on your priority.

If you want flexibility and less paper waste, pull printing works well.
If you handle sensitive data and need strict confidentiality, secure print is the better choice.

In short, pull printing improves workflow. Secure print strengthens data protection.

Different tools. Different focus. Choose based on your office needs.

How to Set Up Secure Print (Step-by-Step Guide)

Secure print setup is usually quick. Most modern HP, Brother, and Canon business printers support it by default. The exact menu names may vary slightly depending on the model. However, the overall process is very similar.

Below are brand-specific instructions to help you enable secure print easily.

How to Enable Secure Print on an HP Printer

HP calls this feature “Private Job” under Job Storage settings.

Step 1: Open Print Settings

Open the document you want to print.

Click File → Print.
Select your HP printer.
Then click Printer Properties or Preferences.

Step 2: Select Job Storage Mode

Go to the Job Storage tab.
Under Job Storage Mode, select: Private Job

This tells the printer to hold the document instead of printing it immediately.

Step 3: Set a PIN Code

Enter a 4-digit PIN.
This PIN will be required at the printer to release the document.
Choose something secure but easy to remember.
Click OK, then send the print job.

Step 4: Release the Job at the Printer

Go to your HP printer. On the touchscreen:

Select Print
Choose your username
Enter your PIN
Confirm to print

After printing, the job is automatically deleted from memory. No extra cleanup is needed.

How to Set Up Secure Print on a Brother Printer

On Brother printers, the feature is usually called Secure Print directly.

Step 1: Open Printer Preferences

Open your document.
Click Print → Printer Properties.
Go to the Advanced tab.

Step 2: Enable Secure Print

Look for the Secure Print checkbox.
Tick the box.
Enter your 4-digit password in the password field.
Click OK to confirm.

Step 3: Retrieve the Print Job

Go to the Brother printer. On the control panel:

Press Secure Print
Select your username
Enter your password
Press OK

The document will print immediately. Once completed, the printer removes the stored file automatically.

How to Enable Secure Print on a Canon Printer

Canon often refers to this feature as Secure Print or Confidential Print.

Step 1: Open Print Properties

Open the file.
Click Print → Properties.
Go to the Main or Finishing tab depending on your model.

Step 2: Choose Secure Print Mode

Find the option labeled: Secure Print / Confidential Print
Select it.
Enter a PIN number.
Click OK, then print.

Step 3: Authenticate at the Printer

At the Canon printer:

Select Secure Print
Choose your job
Enter your PIN
Confirm to release

The job prints only after successful verification.

Still have questions? Watch the video below to solve your problems:

Troubleshooting Tip

If Secure Print does not appear in your settings:

Make sure the correct printer driver is installed
Update your printer firmware
Check that your model supports job storage
Contact your network administrator if restrictions apply

Some entry-level home printers do not support secure print. Most business laser printers do.

Which Industries Benefit Most from Secure Print?

Data protection matters in every workplace. However, some industries deal with highly sensitive information every day. For them, secure print is not optional. It is essential.

Here are a few sectors that benefit the most.

1. Legal Sector

Confidentiality sits at the heart of the legal industry. Law firms handle contracts, case files, and private client data daily. Because of this, secure print plays a key role in print management.

It helps law firms:

Control who can release documents
Assign print permissions by employee
Maintain client confidentiality
Support regulatory compliance
Reduce third-party print management costs

With user-based authentication and job tracking, firms lower the risk of data leaks. And that peace of mind matters.

2. Healthcare Industry

Healthcare providers must follow strict data protection rules. Compliance is not negotiable.

Secure print helps organisations meet regulations such as the Data Protection Act 2018 (DPA). It also supports GDPR requirements.

Hospitals and NHS facilities use secure print to:

Protect patient records
Control document access
Improve workflow efficiency
Reduce printing costs

Most importantly, it keeps patient privacy intact.

3. Education Sector

Schools, colleges, and universities store large amounts of student data. That includes personal records, exam papers, and research materials.

Because education institutions must follow GDPR and other regulations, secure print becomes a practical solution.

Key benefits include:

User authentication
Audit trails
Controlled print release
Access management

Secure print also protects exam confidentiality. It reduces the risk of leaks, tampering, or unauthorised access. With tracking and permission controls, institutions can protect the integrity of test materials.

Buy Secure Print–Ready Printers at ProlineOffice

We hope this guide helps you understand secure print and its real-world value. It is a simple but powerful way to protect sensitive information.

You can keep your data safe and confidential by combining:

User authentication
Controlled job release
Document encryption

At ProlineOffice, we stock high-quality toner & ink cartridge options from leading brands such as HP, Brother, and Canon. All models are available to order online.

Not sure which device suits your needs? Our printer specialists are ready to help. We offer tailored advice to help you find the right secure print solution for your workplace.

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