Secure Printing in Schools

In today's K-12 schools and educational institutions, secure printing and card-access print management are becoming essential tools for protecting student information, reducing waste, and improving staff accountability.

From report cards and testing materials to confidential IEP and HR documents, schools must balance data privacy, FERPA compliance, and budget control-all while staying efficient.

This guide explains how secure print solutions help schools strengthen security and create a more cost-effective print environment.

What Is Secure Printing in Schools?

Secure printing-also known as card-access printing or badge release printing-requires users to authenticate at the printer before documents are released. Staff scan an ID badge or enter a PIN, preventing printed pages from being left unattended.

1. Protects Student Privacy & Ensures FERPA Compliance

Schools frequently print private data-such as IEPs, medical information, discipline records, and state assessments. Secure print release ensures these documents never sit exposed on printer trays.

• Prevents accidental data exposure
• Supports FERPA and HIPAA-related print compliance
• Keeps sensitive staff and student files confidential

2. Reduces Print Waste & Lowers School Operating Costs

Card-access printing eliminates "print-and-forget" waste. Staff must be present to release jobs, which significantly reduces abandoned pages and duplicate printing.

• Typical print waste reduction: 20-30%
• Optimizes toner and paper budgets
• Enables reporting by teacher, department, or campus

3. Tracks Usage & Improves Print Accountability

With print tracking, administrators can see exactly who is printing, what's being printed, and how resources are used.

• Set print limits or permissions by user role
• Identify high-volume printing areas
• Allocate costs to departments or grant-funded programs

4. Convenience & Mobility for Teachers & Staff

Teachers can send a job from a classroom, office, laptop, or Chromebook-and release it at any printer on campus using their ID badge.

• Supports Google Workspace & Microsoft 365
• Avoids line backups and reprints
• Perfect for educators teaching across multiple rooms

? Secure Printing: A Simple Upgrade with Major Impact

Secure and card-access printing is one of the most cost-effective upgrades a school can make to protect data, reduce waste, and improve accountability. It's more than just "printing"-it's a critical component of your school's security strategy and budget management.