Breaking Down Government Document Security Gaps
For government professionals, trust and confidentiality are essential. Yet every day, agencies across the U.S. unintentionally expose sensitive information due to gaps in document security.
Protecting government documents today goes far beyond locked file cabinets. It requires safeguarding both digital and printed information from cyber threats, internal misuse, and compliance violations—while still ensuring efficient operations.
One of the most overlooked areas of risk lies within government print environments. These vulnerabilities can jeopardize sensitive data, disrupt workflows, and lead to costly compliance issues. Understanding the root causes and consequences is key, as is knowing how Toshiba’s secure print solutions can help eliminate those risks.
The problem: print-related security risks in government
While agencies often invest heavily in network security, print environments are frequently overlooked. This oversight creates significant vulnerabilities, including:
Unclaimed documents left on printers
Weak or absent user authentication
Lack of audit trails for document activity
Unauthorized access to printed or scanned files
According to Quocirca’s Print Security Landscape 2023, 61% of organizations experienced data losses due to insecure printing. Public sector entities were among the most impacted, highlighting the urgency of addressing this issue.
IDC’s 2024 research ranked print infrastructure as one of the top five blind spots in enterprise cybersecurity. For government agencies dealing with tax records, court documents, or personnel files, any security lapse can lead to costly legal or compliance consequences.
Why it happens: outdated systems and limited visibility
Many government offices still use aging multifunction printers (MFPs) that lack modern security features. These devices, often 7–10 years old or older, were not built to meet today’s cybersecurity standards.
Decentralized print environments make it difficult for IT teams to monitor activity or enforce policies. According to the 2024 EY Government and Public Sector survey, 63% of government leaders said their agency lacks the funding needed to modernize or maintain IT infrastructure. This ongoing budget pressure often delays critical security upgrades, even when vulnerabilities are well known.
This combination of outdated hardware and limited oversight creates a perfect storm for document-based vulnerabilities.
Toshiba’s solution: secure print management designed for government
Toshiba helps government agencies modernize their print environments to reduce risk, improve efficiency, and meet compliance requirements. Our secure print solutions address every stage of the document lifecycle with a layered approach to security.
Secure print release ensures documents are only printed when users authenticate at the device using ID cards, PINs, or directory credentials. This eliminates unclaimed prints and protects sensitive information.
Data encryption and automatic disk overwrite protect information in transit and at rest. This prevents unauthorized access to stored files, even if a device is compromised.
Comprehensive audit trails log every print, scan, copy, and fax transaction. This enables agencies to demonstrate compliance with federal and state regulations while identifying anomalies quickly.
Identity integration with Active Directory, LDAP, and CAC/PIV systems ensures only authorized personnel access Toshiba devices and services.
Centralized management through Elevate Sky allows IT teams to oversee the entire print fleet from a single dashboard. This reduces support workloads while maintaining complete control over policies, updates, and usage.
Compliance at every level
Toshiba’s secure print solutions are designed to support a wide range of regulatory requirements, including:
HIPAA (Health Insurance Portability and Accountability Act)
FISMA (Federal Information Security Management Act)
CJIS (Criminal Justice Information Services Security Policy)
Whether you manage a local clerk’s office or a federal agency, Toshiba helps ensure your document workflows are compliant and secure by design.
Protecting the information that powers government
Government professionals work hard to serve the public. Toshiba helps ensure that the systems behind that service are secure, efficient, and resilient.
If your agency is still relying on outdated print infrastructure, now is the time to take a closer look. With Toshiba, you can modernize your print environment, reduce your security risk, and protect the data that protects your community.
Learn more about Toshiba’s secure solutions for government agencies today.
