Government agencies face two major concerns regarding print security:
Protecting sensitive data
Complying with strict IT modernization and cloud adoption initiatives and mandates
The public sector is often required to update their infrastructure to keep pace with constantly evolving policies and memorandums; for example, the January 2025 memorandum M-25-04 doubles down on efforts to improve agency secure cloud adoption, measure Zero Trust implementation, and enhance the security of the software supply chain.1 In 2024, the National Cybersecurity Strategy Implementation Plan emphasized a continued focus on enhancing critical infrastructure and software cybersecurity.2 Print security and IT modernization remain top priorities as cybercriminals become increasingly sophisticated in their attack methods.
Here are five steps government agencies should take now to get print security right:
Here are five steps government agencies should take now to get print security right:
1
Adopt Zero Trust Principles
Public sector IT environments are complex—spanning legacy systems, hybrid on-prem and cloud infrastructures, mobile devices (BYOD), and remote workforces—which can create vulnerabilities for cybercriminals to exploit. A Zero Trust security posture addresses these vulnerabilities, emphasizing continuous verification and least-privilege access to limit exposure.
Zero Trust is not a product, although Zero Trust-based security infrastructures can be implemented using many different products. Nor does Zero Trust require organizations to rip and replace existing security infrastructure—rather, it leverages existing technology to support the Zero Trust mindset, with new tools added as needed.
- John Kindervag, creator of the Zero Trust model
Traditional print environments offer little to leaders in the way of visibility into vital information such as metadata, print volumes, and consumable costs, which can hide leaks or other security compromises. Add the intricate layers of hybrid work, contractors, and guests, and security can often be compromised before risks are even identified. Organizations should align print infrastructure with Zero Trust principles by integrating identity-based authentication, least-privilege access, secure print release, continuous monitoring, and endpoint security. Achieving 100% Zero Trust Printing in a complex IT environment may be difficult, but it’s worth the effort. Minimizing risk through segmentation, real-time analytics, and policy enforcement brings agencies closer to a truly secure print ecosystem. Adopt a layered approach, to ensure that every print job, device, and user interaction is continuously verified, reducing the attack surface without disrupting productivity.
Source: Evanta4
2
Accelerate IT Modernization by Eliminating Print Servers
Public sector IT environments are complex—spanning legacy systems, hybrid on-prem and cloud infrastructures, mobile devices (BYOD), and remote workforces—which can create vulnerabilities for cybercriminals to exploit. A Zero Trust security posture addresses these vulnerabilities, emphasizing continuous verification and least-privilege access to limit exposure.
Source: Evanta4
Print servers were initially designed to streamline the print process by handling print requests from various devices and directing them to the correct printers, removing the need for individual direct connections between each user’s device and printers. While that centralized approach may have simplified some printer management, IT teams organizations soon had a new layer of fickle infrastructure to maintain, adding manual scripting and GPOs as workarounds, to keep print access available.
Traditional print servers have since become a liability and resource sink in modern IT environments. Print servers introduce single points of failure, require constant maintenance, complicate deployments, consume valuable IT resources, and increase support tickets and costs—let alone the lingering echoes of PrintNightmare. As organizations shift toward cloud-based solutions, the limitations of print servers are becoming more acute, prompting the need for more scalable, secure, and efficient print management with serverless solutions.
Print servers were initially designed to streamline the print process by handling print requests from various devices and directing them to the correct printers, removing the need for individual direct connections between each user’s device and printers. While that centralized approach may have simplified some printer management, IT teams organizations soon had a new layer of fickle infrastructure to maintain, adding manual scripting and GPOs as workarounds, to keep print access available.
Traditional print servers have since become a liability and resource sink in modern IT environments. Print servers introduce single points of failure, require constant maintenance, complicate deployments, consume valuable IT resources, and increase support tickets and costs—let alone the lingering echoes of PrintNightmare. As organizations shift toward cloud-based solutions, the limitations of print servers are becoming more acute, prompting the need for more scalable, secure, and efficient print management with serverless solutions.
Eliminating print servers and implementing cloud-based solutions that integrate, automate, and connect disparate systems enables agencies to operate at the highest level. Moving to the cloud can significantly enhance efficiency, flexibility, and security—all while delivering a strong return on investment.
A recent report revealed that cloud-powered organizations achieve up to 92% cost savings compared to those without cloud adoption.6 These savings result from lower energy consumption, optimized resource allocation, and reduced unplanned downtime.
A recent report revealed that cloud-powered organizations achieve up to 92% cost savings compared to those without cloud adoption.6 These savings result from lower energy consumption, optimized resource allocation, and reduced unplanned downtime.
How the Cloud is Transforming Public Sector Operations
Increased Operational Efficiency
Cloud solutions optimize resource utilization and reduce infrastructure, leading to streamlined operations.
Enhanced Collaboration
Cloud-based platforms allow for seamless communication among geographically dispersed teams, improving project coordination and innovation.
Unlimited Flexibility and Scalability
Cloud platforms enable government agencies to scale resources up or down based on initiatives, ensuring agility and cost-efficiency.
Advanced Analytics
Access to real-time data and power analytics tools facilitates informed decision-making and continuous improvement.
Cost-effectiveness
The pay-as-you-go model and reduced maintenance costs associated with legacy systems free up financial resources for strategic initiatives.
Disaster Recovery
Robust backup and redundancy features ensure quick recovery from disruptions, maintaining business continuity and protecting critical data.
3
Enhance Security and Efficiency Through Print Visibility
$4.88m
The global average cost of a data breach
IBM
IBM
40%
of breaches involved data stored across multiple environments.
IBM
IBM
$2.22m
Average savings of companies that applied automation to security strategies
IBM
IBM
IT leaders lack critical insights without centralized control at both the micro level (who’s printing and how often) and the macro level (e.g., departmental trends and surfacing opportunities for consolidation). This lack of visibility makes it difficult to implement cost-saving initiatives, optimize resource allocation, and improve overall print management. Real-time visibility is crucial for enhancing security, efficiency, and compliance.
Without proper oversight, sensitive documents can be lost, misrouted, or accessed by unauthorized users, creating security risks and operational inefficiencies. By implementing user authentication, secure print release, and maintaining detailed audit trails, agencies can prevent unauthorized access, abandoned print jobs, and excessive printing, all of which contribute to security risks and increased expenses.
Without proper oversight, sensitive documents can be lost, misrouted, or accessed by unauthorized users, creating security risks and operational inefficiencies. By implementing user authentication, secure print release, and maintaining detailed audit trails, agencies can prevent unauthorized access, abandoned print jobs, and excessive printing, all of which contribute to security risks and increased expenses.
Print visibility is one key component for IT leaders to create a more agile and secure environment, granting the ability to make data-driven decisions. Visibility strengthens active data protection and enables organizations to pinpoint processes to streamline, optimize overall print infrastructure, and reduce costs.
4
Deliver a Seamless, Secure AVD Printing Experience for Hybrid Workers
Maintaining the same security measures in and out of the office is increasingly complicated when supporting hybrid workforces. While planning Azure Virtual Desktop (AVD) deployments, agencies should account for user printing logistics or face an elevated risk to deployment timelines and successful outcomes.
Insider tip: Vasion Print seamlessly integrates with AVD, whether inside the base image, deployed upon user login, or installed directly on end user workstations, enabling printer redirection into the AVD session. Vasion Print’s direct IP architecture ensures that print jobs remain local, enhancing confidential data security while improving efficiency and reliability.
5
Find Vendors Who Work With Resellers You Trust
A reliable reseller provides expertise, guidance, and support through the transition to cloud-based solutions, ensuring a seamless and secure implementation. For government agencies, selecting a vendor who works with their trusted resellers is essential to maximizing operational efficiency, ensuring compliance, and mitigating risks associated with cloud adoption. From choosing the right cloud platform to designing tailored solutions and providing ongoing maintenance and security updates, a reseller can be critical in modernizing IT infrastructure while helping agencies maintain data integrity and security.
But what defines a “trusted” reseller in today’s rapidly evolving technology landscape? Research shows that exceeding expectations is key. According to Salesforce, 80% of consumers value customer experience as much as the products and services offered, while 58% expect providers to understand their unique needs to maintain loyalty.9
For the public sector, this means working with a partner that delivers from day one, ensuring alignment with mission-critical objectives and long-term success. Before selecting a provider, agencies should ask fundamental questions to ensure the partnership is built on expertise, transparency, and a shared commitment to security and compliance.
But what defines a “trusted” reseller in today’s rapidly evolving technology landscape? Research shows that exceeding expectations is key. According to Salesforce, 80% of consumers value customer experience as much as the products and services offered, while 58% expect providers to understand their unique needs to maintain loyalty.9
For the public sector, this means working with a partner that delivers from day one, ensuring alignment with mission-critical objectives and long-term success. Before selecting a provider, agencies should ask fundamental questions to ensure the partnership is built on expertise, transparency, and a shared commitment to security and compliance.
A few questions to get your relationship started down the right path:
We need a FedRamp-certified solution. Is Vasion Print FedRamp?
Vasion Print is pursuing FedRamp High and DoD Impact level 4. We will keep you posted as we make our way through the requirements.
We need a solution that will integrate with our CAC/PIV (Common Access Card/Personal Identity Verification Card) infrastructure.
Vasion Print can implement a robust, secure print architecture while leveraging whatever CAC/PIV solution is already in place. No need to rip and replace the existing infrastructure for compatibility. Beyond CaC/PIV, Vasion Print is also vendor-agnostic—supporting a wide variety of operating systems, end-user devices, identity providers and printers.
Do you have an ATO?
Vasion Print has over 90 ATOs across federal agencies.
Do you offer solutions that follow ZTNA?
Vasion Print is ZTA compliant, meaning jobs are authenticated before sending to the printer and at retrieval.
What contract vehicles is Vasion on?
Vasion does not list directly contract vehicles; instead, we allow resellers to add us to their contract vehicles, allowing us to work with any contract vehicle to which
you may have access.
Trusted by Over 850 Public Sector Customers
Ensure your print infrastructure meets the highest security standards and compliance with Vasion Print, designed to meet IL-4 requirements set by many government agencies. Purposefully designed to protect critical documents and data.
How to Improve Print Security
Print security and IT modernization remain top priorities as cybercriminals become increasingly sophisticated in their attack methods. Download this infographic to learn the five steps government agencies should take now to get print security right.
Sources
1. Shard Secure: https://shardsecure.com/blog/real-cost-ip-theft#:~:text=Financial%20losses...
2. Mayer Brown: https://www.mayerbrown.com/en/insights/publications/2024/05/white-house-releases-national-cybersecurity-strategy-implementation-plan-version-2
3. Quocirca: https://quocirca.com/quocirca-print-security-landscape-2024/
4. Evanta: https://www.evanta.com/resources/cio/survey-report/top-3-priorities-for-cios-in-2024
5. Xerox: https://www.xerox.com/downloads/usa/en/services/report/quocirca-print-security-2023-xerox-excerpt.pdf
6. Federation of American Scientists: https://fas.org/publication/scaling-proven-it-modernization-strategies-across-the-federal-government/
7. IBM: https://www.ibm.com/reports/data-breach?mhsrc=ibmsearch_a&mhq=cost%20of%20a%20data%20 breach%202024
8. EG Innovations: https://www.eginnovations.com/blog/avd-statistics-and-usage-trends/
9. Salesforce: https://www.salesforce.com/resources/research-reports/state-of-the-connected-customer
2. Mayer Brown: https://www.mayerbrown.com/en/insights/publications/2024/05/white-house-releases-national-cybersecurity-strategy-implementation-plan-version-2
3. Quocirca: https://quocirca.com/quocirca-print-security-landscape-2024/
4. Evanta: https://www.evanta.com/resources/cio/survey-report/top-3-priorities-for-cios-in-2024
5. Xerox: https://www.xerox.com/downloads/usa/en/services/report/quocirca-print-security-2023-xerox-excerpt.pdf
6. Federation of American Scientists: https://fas.org/publication/scaling-proven-it-modernization-strategies-across-the-federal-government/
7. IBM: https://www.ibm.com/reports/data-breach?mhsrc=ibmsearch_a&mhq=cost%20of%20a%20data%20 breach%202024
8. EG Innovations: https://www.eginnovations.com/blog/avd-statistics-and-usage-trends/
9. Salesforce: https://www.salesforce.com/resources/research-reports/state-of-the-connected-customer