I get a few of these questions from time to time about how to control printing costs (specifically colour printing). Of course I can’t help but point out the benefits of lower-cost colour output on devices like HP EdgeLine. However, there are times when organizations place Colour devices where there is concern about abuse. There’s really a few different ways to do this, addressed at a high-level below.

Secure the device for limited access

For almost a decade now, network administrators have typically limited access to colour devices by locking down permissions at the print queue on a print server. In Windows print servers, this is done from the “Security” tab (only allow the “print” for groups or users you wish to give access to). If you want to take the extra step to protect against crafty users bypassing the shared print queue, take advantage of “Access Control Lists” in the JetDirect print server. This is one of many recommendations for print security recommendations using Web Jetadmin.

Enable Color Access Controls

With commercial Color LaserJets and EdgeLine devices introduced 2004 and later, advanced Color Access Control is available. Rather than go into full detail here, anyone interested in this should visit the main “Color Access Control” website. There are a number of configuration options including restricting by user, application, time-of-day, etc. While many smaller organizations may find it preferable to use the hardware controls, there are advanced driver controls for the HP Universal Print Driver as well. For commercial colour multifunction devices, enable some form of authentication to limit color copying if desired as well like device or user pins.

Adopt enterprise solutions

What about organizations who want more? A number of HP’s solution partners offer things pull-print solutions, low-cost re-routing and clustering solutions through partners like Capella/JetMobile, Equitrac, Ringdale, Safecom, Pharos, LBM Systems, etc. Take a look at the HP Global Solutions Catalog for more details.

I’d encourage you to chat with your HP sales representative around your particular needs whether limiting access, purchasing devices with color access controls or looking at adopting an enterprise solution. At some point in the future (depending on feedback) we may delve into more detail on these topics in this blog.