Can Your Company Monitor What You Print?

Printing a personal file at work is not a mortal sin, but have you ever wondered if someone has eyes on your print history with the help of a printer monitoring software? 

The answer is yes. 

Of course, print protocols heavily depend on the regulations set in your workplace. While some employers may be more lenient than others, there is always an unspoken rule about avoiding printing personal files in your place of business (unless they give you approval, of course). 

Before you hit “print” on your next personal document or photo, it might be a good idea to read through this blog, as we are about to discuss how printer tracking software works. 

Printer Monitoring Software 

There are numerous companies that have printer tracking software installed across their server. With this method, your supervisors can easily monitor your print activity. But what is print management software? How does print monitoring work? 

How Print Servers Work

First, let’s take a closer look at the definition of a print server. These are printer tracking software that interlink a network of printers. It oversees print requests that come in and queues them accordingly. Print servers are ideal for wireless printers, as they help save time and boost office efficiencies.

Every print job is directly linked to your computer’s IP address, and this pinpoints who printed what. Printing a personal document occasionally may not pose an issue, but printing a significant amount on a regular basis could spell trouble, especially when the company’s annual reports come out. After all, this is how they audit their print expenditures—and they may not be very happy about covering the costs for high-volume personal print jobs.  

A blue and white cloud server icon

Can Someone Be Fired For Printing Personal Documents at Work?

Now comes the important question: can someone get fired from doing this?

As mentioned above, personal print jobs here and there shouldn’t be a problem, especially if it’s a harmless file that you need a hard copy of. This should not be legal grounds for termination.

On the other hand, if you need to print your resume or illicit documents, it may be best to print them somewhere else. Remember: companies have printer tracking software that helps them conduct annual audits. Therefore, it is never advisable to utilize company time or property to look for your next job. 

At the end of the day, you can always just ask your boss if you can print something for yourself, rather than take the risk and hope that nobody notices. Everyone at the office is a person who sometimes needs to print something—work-related or not. 

Can My Employer Track Other Office Activities? 

You can count on it that most of the things you do on your work computer can be traced by your employer. Of course, every company is different. But depending on the monitoring software they have, they can most likely see what you’re doing on company time.

Additionally, businesses have different levels of technology available to them. Still, here are some of the activities that can be monitored by the company you work for:

  • Phone calls
  • Emails
  • Internet browsing history 
  • Downloads

In a nutshell, anything you do on a company device can be monitored by the department in charge. It is also worth noting that using a public Wi-Fi network puts you at risk of compromising your data, and might enable other people to see what you’re doing online.

Alt Text: A download progress bar

Printer Monitoring Protects the Company and the Employees

When employers use print tracking software, they get a bird’s eye view of the team’s work activities. But printer monitoring systems are not primarily for tracking employees in an attempt to micro-manage them. 

Having a proper print security audit service in place serves as a shield for the company and everyone who works for it. From cutting down costs to ensuring files are protected, print trackers help businesses in their daily operations. Simple cybersecurity initiatives, such as printer monitoring, ensure that no unauthorized parties can access your devices. 

Give us a call to learn more about our reliable digital office services! 

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