Zero Trust Print Consolidation: One Platform, One Audit Trail, One Security Posture

In Part 1 of this series, I made the case that print is not the barrier to digital transformation. It is the entry point. Modernizing your print infrastructure with a FedRAMP High authorized, cloud native solution closes the last gap in your cloud migration. But Zero Trust printing requires more than moving to the cloud. It requires consolidation. 

If your organization still runs separate systems for end user print, system print, scanning, forms, signatures, and workflow, you haven’t simplified anything. You’ve lifted your fragmentation into a more expensive environment. 

That fragmentation has a security cost. Every unmanaged endpoint processing sensitive data outside a unified identity framework is a gap in your Zero Trust architecture. No audit trail. No verified identity. No single security posture your compliance team can stand behind.

Consolidation closes that gap. One platform for both types of printing. One path for every document from creation to disposition. One security posture built on Zero Trust principles your auditors can actually verify.

Before we talk about what consolidation means, count your systems.

Your ERP. Your end user print management platform. Your output management system, VDI print path, scanning vendor, document processing tool, forms solution, esignature provider, content management system, and workflow engine.

How many vendors are you managing just to move a document from creation to storage? How many separate security reviews, ATOs, and admin teams does that require?

Now ask the harder question. When someone prints a document in your environment, what happens to it? Does it enter a system that can track it, classify it, and generate an audit trail? Or does it hit a tray and become invisible?

In most federal environments, the answer is invisible. The document disappears with no record of who printed what, where it went, or whether it contained sensitive information. That is not a print problem, that is a data flow problem. It’s also the root cause of the security, compliance, and data readiness gaps that consolidation is designed to solve.

Zero Trust is no longer a security concept organizations can choose to explore, for federal agencies it’s a mandate. 

CISA’s Zero Trust Maturity Model (ZTMM) is explicit: printers are in scope devices. OMB Memorandum M‑22‑09 made the ZTMM the operational yardstick for every federal agency. Reaching “Advanced” or “Optimal” maturity in the Devices pillar requires continuous verification, posture checking, and real time revocation for every networked asset. Including every MFP on every floor of every building.

If your end user print runs through one identity provider, your system print runs through another, and your scanning runs through none, you don’t have Zero Trust. You have a policy with a gap in the middle of it.

According to Quocirca’s 2025 Print Security Landscape report, organizations running multi‑vendor print fleets paid 49% more per breach than those with standardized environments.  The same report found 56% suffered at least one print related data loss in the past year. These are not outlier findings. They are the predictable consequence of fragmented infrastructure with no unified identity or audit model.

A consolidated secure print management platform built from the ground up for Zero Trust changes the equation. Support for all major identity providers, SSO and MFA on every print action. PIV/CAC authenticated release at the device. Off network printing that maintains the same security posture whether the user is on base, at a remote site, or working from home. One audit trail across both end user and system print that tracks who printed what, where, when, and to which device.

That is not a feature list. That is the Devices pillar of the ZTMM, operationalized. Not bolted on. Built in.

GAO identified the issue years ago: fragmented oversight, device sprawl, and limited cost visibility. Those recommendations were closed, but the fragmentation wasn’t. 

For defense contractors, this fragmentation maps directly to compliance risk across commercial, CUI, and classified environments. CMCC now puts print squarely in scope, from device control to user traceability. And cloud migration has made the gap harder to ignore. 

Programs like Navy’s Flank Speed, Army’s cArmy, AirForce’s CloudOne, and the $9 billion JWCC contract are accelerating the shift to cloud-based workloads. Defense contractors are standardizing on Azure Virtual Desktop and Citrix to support CUI environments, but print infrastructure hasn’t kept pace. Desktop printing and system-generated output still rely on separate, legacy paths: one for day-to-day user printing, another for ERP output including reports, batch jobs, shipping labels, maintenance workflows.

That split creates two distinct problems. First, print and document workflows now need to operate at the same impact level as the data they support. In DoD environments, that means FedRAMP High authorization. For environments handling Controlled Unclassified Information, it means IL4. Vasion has achieved FedRAMP High and is actively pursuing IL4 authorization for exactly this reason. 

Second, Windows Protected Print Mode becomes default in 2027. This will break legacy SAP and Oracle print paths running through legacy output management systems. If your GCSS-Army reports or Costpoint output depend on Type 3 drivers, that deadline is a concrete operational risk.

A consolidated cloud native platform closes both gaps. Direct IP and IPP/IPPS driverless printing eliminates middleware and puts desktop print and ERP output on a single system, with consistent Zero Trust controls across both.

Running separate systems for desktop and ERP print? See how Vasion Automate Fed consolidates both under a single FedRAMP High authorized platform.

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Every document that hits a printer tray without entering a consolidated platform is a data event your organization will never see.

Over 90% of enterprise data is unstructured documents, scans, and printed output and less than 1% of it is used in generative AI today. MIT's State of AI in Business 2025 found that 95% of enterprise GenAI pilots deliver no measurable impact, not because the models are weak, but because the data is trapped in disconnected systems that were never designed to work together.

A National Archives and Records Administration mandate requiring all federal records to be electronic after June 30, 2024, triggered a rush of 930,000 cubic feet of paper into Federal Records Centers.

This is the invisible cost of fragmentation. Every document that flows through a separate system with no connection to the rest of your environment is a document your organization cannot govern, cannot audit, and cannot learn from. Consolidation makes that data visible. It brings every document, whether it originated from a desktop print action or an ERP batch job, into a single pipeline where it can be tracked, stored, and governed.

That visibility is the precondition for everything that comes next.

A Gartner survey found that only 48% of digital initiatives meet or exceed their business outcome targets (Gartner, "Gartner Survey Reveals That Only 48% of Digital Initiatives Meet or Exceed Their Business Outcome Targets," Oct. 22, 2024). The top reason cited for the shortfall is not technology failure. It is that organizations underestimate the change required.

The organizations that succeed are the ones that meet people where they are.

Alexander Graham Bell did not force anyone to abandon the telegraph. He built something better on the same infrastructure. The telephone used the same wires the telegraph had relied on for 40 years. People naturally chose it because it brought intelligence to a system they already understood.

That is the model for government print management. Start with what everyone already knows how to do. Print. Scan. Route a document. Then bring those actions onto a single platform that unifies the security posture, creates the audit trail, and makes every document visible, without asking users to change their behavior.

For DLA and DoD components, consolidation means finally closing the fragmentation gap that GAO identified in 2018. Bringing end user and system print onto a single platform with one console, one identity model, and one audit trail across the entire environment.

For defense contractors, it means one document, one path, every action tracked from creation to destruction. One trail your C3PAO can follow. One fewer system boundary to defend. A smaller CMMC assessment scope because you’ve consolidated the printers, the capture, and the workflows onto a platform that was built for Zero Trust from day one.

For civilian and state agency CIOs, it means meeting DOGE and SAMOSA Act scrutiny with a defensible vendor footprint instead of five overlapping contracts.

In Part 1, modernization was the table stakes. Cloud native. Zero Trust. FedRAMP High. 125 federal organizations already trust Vasion with their print infrastructure, including the U.S. Army. That is the foundation.

Consolidation is the second move. It collapses the fragmentation, unifies the security posture, and builds the single data pipeline that makes everything downstream possible. Without consolidated print security software in place, your Zero Trust architecture has a gap, your compliance posture has a blind spot, and your AI initiatives are building on data they cannot see.

In Part 3, I will show what becomes possible when that consolidated foundation is in place. What happens when the print button becomes intelligent. When every document that enters the platform doesn’t just get tracked, it gets acted on. When the data that has been invisible for decades finally starts working for you.

Zero trust print consolidation is not the destination. It is the prerequisite.

Find Vasion Automate Fed in the FedRAMP Marketplace.

Corey Ercanbrack is the CTO of Vasion, where he leads strategy for federal print modernization and Intelligent Print Automation. He oversaw Vasion's 2.5-year journey to FedRAMP High Authorization and is currently leading the pursuit of DoD Impact Level 4 certification.

Sources

1. Quocirca, Print Security Landscape 2025 (July 2025)

2. GAO-19-71, Document Services: DoD Should Take Actions to Achieve Further Efficiencies (October 2018)

3. MIT NANDA, State of AI in Business 2025 (July 2025)

4. NARA, OMB/NARA M-23-07 Electronic Records Mandate; Federal News Network reporting (July 2024)

5. GAO-25-108052, DoD Financial Management: FY24 Audit

6. Gartner, “Gartner Survey Reveals That Only 48% of Digital Initiatives Meet or Exceed Their Business Outcome Targets” (October 22, 2024)

7. CISA, Zero Trust Maturity Model v2.0 (April 2023)

8. OMB Memorandum M-22-09, Moving the U.S. Government Toward Zero Trust Cybersecurity Principles

9. 32 CFR Part 170, CMMC Final Rule (October 15, 2024); NIST SP 800-171 Rev. 2

10. DoDI 5330.03, Single Manager of DoD Document Services (May 2021)

11. IDC PlanScape: Print Modernization to Enable an Effective Hybrid Workforce, #US51982024, June 2024