On 27 April 2016, a new European regulation was adopted that will have a fundamental impact on virtually all professionals and on the way, they operate. The General Data Protection Regulation EU 2016/679 (or ‘GDPR’ for short) has been making waves ever since its publication. At the surface, this may seem strange: the GDPR principally constitutes an overhaul of the previous Data Protection Directive 95/46/EC, which has governed the processing of personal data in the EU for over twenty years.

Why then is the GDPR, which will be enforced as of 25 May 2018, suddenly raising so much interest?

When processing personal data, the data controller needs to ensure that certain principles are respected, which are neatly spelled out in article 5 of the GDPR.

Personal data must be:

(a) processed lawfully, fairly and in a transparent manner;

(b) collected and processed for specified, explicit and legitimate purposes;

(c) adequate, relevant and limited to what is necessary;

(d) accurate and, where necessary, kept up to date;

(e) kept no longer than necessary for the purposes for which the personal data are processed;

(f) processed in a manner that ensures appropriate security of the personal data.


Administrator-controlled user access:

The administrator allocates and manages user access rights to ensure that only registered users have access to the multifunctional devices.

Secure print-job release:

Different authentication options for print-job release allow printing and scanning only after the user has identified themselves directly at the output device.

Follow-me printing:

Registered users can release their print jobs on demand at any networked device and do not need to specify a certain output device in advance.


Authentication by ID card:

Rather than having to type in login details every time, users can conveniently login via ID card and connected card reader (option).

Authentication via PIN:

Registered users receive their own, unique PIN to log on to the printing network.

Authentication via username & password:

With this method, users must authenticate at the device with their own username and password, which are verified against the Active Directory.


Secure access to personal documents:

Users access their print jobs by authenticating at their chosen output device via username and password, PIN, or ID card. Only after authentication can print jobs be produced, ensuring that no prints are left unattended in output trays from where they might fall into the wrong hands.

Document encryption:

Via the YSoft SafeQ client, the entire document transmission can be encrypted to prevent data theft from the client’s workstation to the YSoft SafeQ server and from the YSoft SafeQ server to the output device.