Higher education institutions handle a constant stream of sensitive student data. Invoices, reports, exam results, personal information, counselling records. The list goes on and on.
In the United States, a lot of this info is governed by the Family Educational Rights and Privacy Act (FERPA), a federal law protecting the privacy of student education records.
While most schools are pretty good on digital data security, physical document workflows, like printing, often get overlooked. Which is weird, since a single misdirected or abandoned print job can result in the kind of FERPA violation that makes lawyers’ eyes spin into cartoon dollar signs.
To ensure FERPA-compliant campus printing, schools and universities need secure, auditable, well-structured print solutions that protect student data from the moment it’s sent to the printer, all the way to the paper tray and beyond. Here’s how to build that workflow.
Start with a FERPA-compliant print policy
A clear, enforceable print security policy is the foundation of any compliant campus print environment. If you get audited, it’s usually the first thing regulators will ask for.
This policy should outline acceptable printing practices, define user roles and responsibilities, and establish consequences for non-compliance. It also has to specifically address how student data gets handled, stored, released and disposed of (don’t forget that one) throughout the print process.
For more info on print policies, and whether you need one, check out this article .
Map the print job lifecycle
So where do you start? It’s often helpful to begin by mapping what we call the ‘print job lifecycle’. Understanding each stage of a print job, from initiation and output to storage, is critical for identifying potential compliance gaps. You need to think about stuff like:
- Who initiates the print job, and from what system?
- Where is the job stored before release?
- Who has access to it while queued?
- Is there potential for unauthorized access?
- What happens to documents after they’re printed?
- Where do they get stored? How do old records get disposed of securely?
Mapping this lifecycle helps institutions pinpoint weak links where student data might be exposed or intercepted.
Implement Secure Print Release
One of the most effective, FERPA-friendly safeguards is secure print release . That’s where users must authenticate (via ID card, PIN, or mobile device) at the multifunction device (MFD) in order to retrieve their documents.
Secure print release basically eliminates the risk of unclaimed documents sitting in paper trays. It also ensures that only the authorized user can access the material. We recommend secure release for all shared and public printers across campus.
Log and audit all print activity
Compliance isn’t just about prevention – it’s also about accountability. Institutions should be using print management tools that automatically log all print activity, recording details like user ID, document name, time of print, and release location.
These logs provide a valuable audit trail to investigate incidents, or to demonstrate compliance during scary FERPA audits. To take print logging to the next level, you should also look into watermarks and digital signatures .
Integrate with campus identity systems
When it comes to campus printing, best practice is to fully integrate your print network with existing identity systems, like Microsoft Entra ID.
This helps streamline user authentication and ensure consistent credential checks. Integrating your print environment this way ensures that each print action can be linked to a verified student or user, strengthening accountability and reducing the risk of anonymous or unauthorized printing.
Classify documents by sensitivity
Not all campus documents carry the same level of risk. By classifying documents before they’re printed – such as tagging transcripts, Individualized Education Programs (IEPs), or student reports as “high sensitivity” – schools can apply additional safeguards.
For example, high-risk documents might automatically get routed to more secure printers, or require two-factor authentication for release. Segmentation is always better than a printing free-for-all.
Encrypt print jobs in transit and at rest
An obvious one, but it’s worth repeating. Print data often travels across networks and resides in printer queues before release. To keep this data secure, print jobs should always be encrypted both in transit and at rest .
End-to-end encryption prevents interception or tampering, especially when jobs are routed through cloud-based systems, or over unsecured Wi-Fi. This is especially crucial for BYOD print environments.
Designate FERPA zones for printing
Another good option is to consider designated FERPA-compliant print zones: specific locations on campus where printers meet enhanced security standards.
These zones may feature locked output trays, security cameras, and limited physical access. Sensitive print jobs can be restricted and routed to these zones by default, reducing exposure risks in general-purpose areas, like libraries or computer labs.
Automate job purging for unclaimed documents
Unreleased print jobs present a major compliance risk, especially if they remain on the server or spooler. We always tell our education clients to set automated job purging policies that delete any unreleased documents after a set window (24 hours is usually a reasonable length of time).
This protects against forgotten jobs being released later, or accessed by unauthorized users.
Train staff on FERPA and print security
Even the most sophisticated print solutions can (and will) be compromised by human error. That’s why faculty and staff must be regularly trained on the FERPA implications of printing, including secure handling of printed materials, identifying sensitive documents, and responding to data breaches.
Training should be refreshed annually and integrated into onboarding for new hires. Seriously, education is the print security hack we don’t talk about enough. A well-trained workforce is your best defense against a FERPA breach.
