Why Data Loss Prevention is critical on printed documents
In today’s digital landscape, where data breaches can cost businesses millions, securing sensitive information during everyday processes like printing is crucial. Enter Celiveo 365 Cloud Print AI-DLP, an innovative AI-driven Data Loss Prevention solution integrated seamlessly with Microsoft Universal Print and mobile print. This cloud-based technology not only enhances document security but also streamlines workflows for organizations worldwide. In this article, we’ll dive into what Celiveo 365 AI-DLP offers, its key benefits for clients, the impressive return on investment (ROI), its user-friendly design emphasizing transparency, and how it interacts with printer screens to make security effortless.
What is Celiveo 365 AI-DLP?
Celiveo 365 AI-DLP is a cutting-edge feature within the Celiveo 365 Cloud Print SaaS, with deep integration with mobile devices, windows 11, MacOS, and Microsoft Universal Print environments. It leverages advanced natural language processing (NLP) and machine learning (ML) to scan documents in real-time before they are printed, stored, or processed by Celiveo 365 AI Document Management System.
When a user submits a print job, the document ticket is routed to the Celiveo 365 cloud on Microsoft Azure. There, AI-DLP analyzes the content for sensitive data such as personally identifiable information (PII), financial details, health records (PHI), or confidential corporate information. If risks are detected, the system can flag, block, or notify users based on predefined policies—all without any on-premise hardware or servers.
This serverless, driverless approach makes Celiveo 365 AI-DLP a game-changer for businesses transitioning to cloud-based print and document management, ensuring compliance and confidentiality.
Key Benefits for Clients Using Celiveo 365 AI-DLP
Adopting Celiveo 365 AI-DLP brings a host of advantages that go beyond basic print security. Here’s how it empowers organizations:
- Superior Data Protection: By detecting and preventing the generation of documents with sensitive information, it minimizes the risk of data leaks and breaches, safeguarding your organization’s reputation and compliance status.
- Regulatory Compliance Made Simple: Comply with standards like HIPAA, CCPR, GDPR, SOC 2, and ISO 27001 by automatically identifying PII and PHI across various countries and categories, helping avoid hefty fines.
- Boosted Productivity: Integrates with Microsoft Universal Print for instant and inline document capture and analysis, secure scanning and storage, allowing users to focus on work rather than security concerns.
- Cost Efficiency: Reduces printing volumes by up to 50% through AI gateways on printers, turning them into smart devices that scan directly into secure corporate knowledge bases.
- Global Scalability: Handles diverse languages and customizable rules, making it ideal for multinational teams.
Clients report enhanced operational efficiency, with features like real-time content scanning ensuring that only safe documents reach the printer.
Unlocking ROI with Celiveo 365 AI-DLP
One of the standout aspects of Celiveo 365 AI-DLP is its exceptional return on investment. Organizations can achieve up to 1000% ROI through its Enterprise Edition, and a ROI calculator helps evaluating savings.
- Lower Total Cost of Ownership (TCO): Boasts a 70%+ reduction in TCO by eliminating print servers, drivers, and on-premise infrastructure. Pay only for active users or pages processed, with predictable monthly billing.
- Included Quotas and Scalability: Celiveo 365 Cloud Print comes with a pooled page quota (e.g., 10 pages per user per month), expandable as needed. No extra charges for cloud traffic or storage.
- Risk Mitigation Savings: Prevents potential data breach costs, which average millions per incident, providing indirect but significant financial returns.
- Quick Payback: Immediate productivity gains and cost recoveries through usage tracking, bill-back features, and Power BI dashboards for monitoring document-related expenses.
- Pay-as-You-Go Flexibility: Ideal for varying business needs, ensuring you only invest in what you use.
By upgrading Print Management to Celiveo 365 Cloud Print, businesses transform print management into a profit generator, with ROI realized in months rather than years.
Ease of Use: Transparency in Every Workflow Step
Celiveo 365 AI-DLP shines in its user-centric design, prioritizing simplicity and visibility. Setup is straightforward via the Celiveo Web-Admin portal, where administrators can create rules in minutes—select a Universal Print queue, define and apply AI-DLP criteria (e.g., detecting credit card numbers, Social Security Number or national IDs), and enable notifications.
- Seamless Integration: No complex installations; it plugs into your existing Microsoft Entra ID and Microsoft Universal Print setup, requiring only basic roles like Printer Admin.
- Transparent Processes: Workflow transparency is built-in. Rules are clearly defined and editable, with jobs flagged or blocked based on metadata like user groups or document content. Users see exactly why a job is restricted through notifications on mobile or printers screen.
- Secure Print and Scan: Add secure follow-me pull print, secure scan, iOS/Android mobile print and PIN/card reader/NFC support to Microsoft’s Universal Print.
- Unified Management: Replace Microsoft’s Universal Print portal with Celiveo’s intuitive interface to manage thousands of printers effortlessly, including auto-discovery and secure access controls.
- Offline Resilience: Even during outages, local authentication on printers ensures continuity, with smart caching for PINs and cards.
- Compliance Auditing: 24/7 logs and dashboards provide full visibility, making audits a breeze.
This transparency fosters trust, as users and admins always know the status of print jobs without hidden complexities.
Interactive Experience on Printer Screens and MFPs
Celiveo 365 AI-DLP takes user interaction to the next level by integrating directly with printer panels, making security feel intuitive rather than intrusive.
- Custom Notifications: When sensitive content is detected, dynamic messages appear on the printer screen (e.g., “Job flagged due to PII on pages 2, 5, 6). This includes details like job name, user info, and detection category, using variables for precision.
- Secure Release Options: Supports pull-printing with authentication methods like badges, PINs, NFC, mobile QR codes, or YubiKey. Users can view and release jobs from the MFP screen, phone, or PC.
- Supported Devices: Works on major brands like Lexmark, Xerox, Fujifilm, Ricoh, and HP, with embedded agents and on-screen integration for advanced features. For any IPP 2.0 printer, it ensures full print compatibility with mobile device UI.
- Cloud-to-Printer Flow: Scans and prints happen peer-to-peer, with notifications guiding users—e.g., confirming a job is safe or requiring approval.
- Home and Mobile Support: Extends to mobile print, home offices, allowing secure printing on home printers without VPN, apps or servers.
This hands-on interaction on the printer screen demystifies DLP, turning it into a collaborative tool that educates users while enforcing policies.
Conclusion: Why Celiveo 365 AI-DLP is the Future of Secure Printing
Celiveo 365 AI-DLP redefines cloud print management by combining AI intelligence with effortless usability, delivering robust security, tangible ROI, and transparent workflows. For businesses leveraging Microsoft Universal Print, it’s an essential upgrade that protects data, cuts costs, and enhances user experience—all from the cloud. Ready to secure your prints?
Explore Celiveo 365 today and calculate your potential ROI to see the difference.
