Seven steps to define a process for managing print
By creating a clear process for managing printed information, firms strengthen security while mitigating against operational and compliance risks, says TA Triumph-Adler.
In the legal sector, much of the focus in information security has shifted toward digital transformation. However, firms can easily overlook one critical stage of the document lifecycle — the point where information leaves digital form and becomes paper.
Even in an increasingly paperless environment, print remains vital in client correspondence and case files. Without a clear process for handling, tracking and securing printed materials, firms expose themselves to unnecessary operational and compliance risks.
Below we explore how to create an effective process for managing printed documents that protects confidentiality and maintains visibility across digital and physical workflows. There are seven important steps.
Map the journey from digital to paper
The first step is understanding how documents travel through your organisation — identify who is printing which types of documents and why. This exercise helps to uncover vulnerabilities like who has access to sensitive client data at the point of printing, or where documents might be left unattended.
Once the journey is clear, policies can be built around it. For example, requiring authentication at the printer before release — often called ‘secure print release’ or ‘follow-to-print’ — means documents can only be collected by authorised users and aren’t unclaimed.
Enforce document identity and ownership
A printed page can easily become detached from its context, so it’s vital to apply identifiers at the point of printing.
Modern print management software can automatically add text stamps — like ‘Confidential’ or ‘Do Not Duplicate’ — which act as clear reminders that this is sensitive, reducing the risk of mishandling. For firms subject to strict client confidentiality requirements, this makes compliance an automatic part of workflows rather than a manual process.
Deter copying with embedded security measures
Beyond visible text stamps, embedded security watermarks can help to identify when a document has been copied or scanned without authorisation.
This feature can include hidden data that reveals the source of a printout or makes unauthorised copies visibly distorted.
For legal professionals, this offers reassurance — once a document leaves digital control, it still carries a layer of traceability, helping to deter internal leaks and external misuse.
Maintain a digital trail for every print job
Auditability is essential in legal environments. Print management systems with user activity logs and audit trails create a detailed record of who printed what, when and where.
If a question about the source of a document arises, these logs provide a verifiable trail. They also help with internal compliance reporting and can demonstrate adherence to data protection standards if audited under data protection regulations.
Reconnect paper back to digital
One of the most effective ways to close the loop in the process is by automatically scanning and routing printed documents back into digital systems.
When a document is printed and later scanned, intelligent software can ensure its automatic storage in the correct case folder or client file, creating a complete digital record. This not only supports compliance and continuity, but ensures key information remains accessible to hybrid teams working both onsite and remotely.
Review, refine, and educate
Implementing technology is only part of the solution. Firms should regularly review how these tools are used, where process gaps may still exist and whether existing software solutions can do more to automate the process. Training staff to understand why controls like stamping, watermarking and secure printing matter helps to foster a culture of accountability and care.
Build physical storage into the overall process
While the firm ultimately remains responsible for secure storage of paper files, the processes leading up to that point can make physical document management far more controlled and efficient.
When every print job is logged, stamped and traceable, firms gain full visibility — making it easier to design a secure filing and archiving system that aligns with the same principles of confidentiality, accountability and accessibility as digital records.
By adding these controls early in the print workflow, firms can ensure their physical storage practices form part of a secure and compliant document management strategy.
Practical software solutions to support the process
A defined process for managing printed information doesn’t have to be complex — with the right software solutions, many of these steps can operate automatically in the background.
For small and medium-sized law firms, document management is about more than just reducing paper waste or tightening security. It’s about giving decision-makers the confidence that every document is handled with the professionalism it deserves.
Whether you need tailored support or a fresh look at your print and document management, we’re here to help. Call TA Triumph-Adler on 01793 783298.
