With MyQ, system administrators have the ability to directly monitor and enforce company workflow security policies. Optional MyQ features enable control of the printing environment and more detailed information about individual activities with printed and scanned documents. These features minimize the risk of individuals misusing the company's printing environment and assist in the uncovering and tracking of unapproved activities. MyQ features enable the administrator or external systems to control print jobs and scan jobs. With selected models of printing devices, it is also possible to control copy jobs as well.
Watermarking Printed Documents
After a job is printed, it is impossible for a company to guarantee that it will not fall into wrong hands. However, MyQ can help uncover a leaked document and identify the user responsible for printing it. By applying variable PDL macros, MyQ enables administrators to add an overlay watermark which can identify the document as confidential, add the print date, and/or include the name of the person printing the document. These macros can be applied to every page of a printed document or only to selected pages.
To enable the administrator to control printing and subsequently prevent the release of unauthorized print jobs, MyQ utilizes a job preview engine. In this way, the administrator can preview print jobs that have been sent to MyQ in the three most common page description languages: PCL 5, PCL 6, and Postscript.
Controlling Scanned Documents
The MyQ administrator can restrict scanning to predefined folders and use an integrated OCR or DMS system to provide notifications and restrictions based on the scanned documents' content. By incorporating the best available tools to analyze documents, you can make sure that your company's scanning policy is properly implemented.
The Job Archiving feature enables the administrator to keep track of what has been printed and scanned.
When it is enabled, MyQ stores all the documents in a special folder together with their XML metadata files. The data can then be used as a source for the detailed auditing of a document flow. The XML file contains the following information:
Job's image data filename
Type of job (print, copy, scan)
Username & user ID
MyQ Server's name & MyQ Server's version
Printing device's model, network address (IP or hostname), serial number, MAC address
Project (if Project accounting is activated)
Deleting jobs from the MyQ Server (automatically or manually) has no effect on files stored within the Job Archiving feature.