KYOCERA Document Solutions
Your sales team prints from their phones at client sites. Finance scans invoices to shared folders. HR accesses employee files from home without a second thought.
This flexibility drives productivity forward, but it also creates security gaps that didn't exist when documents stayed safely on office networks behind firewalls. The convenience of cloud workflows comes with security responsibilities that many organisations overlook until problems emerge.
Every document moving to the cloud passes through multiple systems—wireless networks, cloud services, mobile devices, and printer queues. Each transition point needs protection, or vulnerabilities hide there waiting to be exploited.
Research shows organisations faced cloud security incidents at alarming rates in 2024, with breaches involving cloud-stored information becoming increasingly common. The pattern reveals a significant gap between how people work today and how document security was originally designed years ago.
Where Document Security Actually Breaks
Document security fails in the transitions between systems, such as a file leaving your network for cloud storage, a print job waiting in a queue, or the temporary copy a printer stores internally after you collect your pages.
Traditional security focused on protecting documents at rest—files sitting safely in one location. Cloud workflows mean documents rarely stay stationary. Instead, they move constantly between devices, services, and storage locations.
Think about scanning a signed contract to Google Drive. The scanner captures the image, processes it internally, transmits it across your network, authenticates with Google's servers, and deposits the file in your cloud folder. Five distinct stages. Five opportunities for security breaches if gaps exist at any point.
Most organisations protect some stages while leaving others completely exposed. They might have strong network security but weak device passwords, encrypted cloud storage but unencrypted transmission, or sophisticated access controls but no audit records showing who accessed what information.
How KYOCERA Cloud Solutions Deliver Comprehensive Document Security
KYOCERA offers three primary cloud solutions that work together to protect documents throughout their lifecycle: KYOCERA Cloud Print and Scan (KCPS), KYOCERA Cloud Capture (KCC), and KYOCERA Cloud Information Manager (KCIM). Each solution addresses different security requirements in your document workflow.
KYOCERA Cloud Print and Scan: Secure Cloud Printing That Actually Works
KCPS solves the most significant challenge with cloud printing, keeping documents secure while providing people the flexibility to print from anywhere at any time.
The system employs several critical security features that work together seamlessly:
End-to-End Encryption for Print Jobs
When someone sends a print job through KCPS, the document remains encrypted from start to finish. It encrypts on the user's device, travels encrypted through the cloud infrastructure, and stays encrypted until it physically prints. No gaps exist where someone could intercept readable data.
This matters particularly for remote workers and mobile teams. A sales representative printing from a coffee shop Wi-Fi network sends encrypted data that remains unreadable even if someone intercepts the network traffic.
User Authentication at the Device
KCPS won't print documents until the authorised person stands at the printer and verifies their identity. Secure print release ensures papers never sit unattended in output trays where anyone can retrieve them.
The system offers multiple authentication methods to verify identity:
· Badge tap using employee ID cards already in circulation.
· PIN codes for contractors or temporary guest access.
· Mobile device authentication for field workers on the go.
· Standard login credentials for regular office access.
Each authentication method ties the print job to a specific individual.
Centralised Print Management
KCPS provides IT teams one dashboard to control all printing across the organisation. They can set policies for who prints where, track usage by individual or department, and identify unusual patterns that might indicate security issues.
This centralised control works across all printers in all locations, allowing a company with multiple offices to manage everything from one interface.
KYOCERA Cloud Capture : Secure Document Access Control
KCC handles how documents move between your devices and cloud storage services like Google Drive, OneDrive, and Dropbox. It adds security layers that basic cloud storage doesn't provide.
Role-Based Access Control
KCC automatically assigns access permissions based on job roles and organisational structure. When accounting scans an invoice, KCC routes it to finance folders with access limited to team members who need that information.
These access controls determine which cloud services users can access, what actions they can perform with documents, where data can be stored or transmitted, and who can share files externally. A team member might view certain documents but not print them. Another might print but not share outside the organisation.
Secure Document Transmission
KCC encrypts all documents moving between devices and cloud storage using strong protocols that maintain data protection throughout the journey. This protection matters because documents cross multiple networks, from office Wi-Fi to public internet to cloud servers.
KYOCERA Cloud Information Manager: Complete Audit and Compliance
KCIM provides the record-keeping and tracking that regulated industries need. It captures every document action across all KYOCERA cloud solutions and creates detailed audit logs for compliance.
Comprehensive Activity Logging
KCIM records every document action: who accessed which files, what actions they took, when each action occurred, which device was used, and what changes were made. These logs run automatically without manual tracking requirements.
Compliance Reporting Made Simple
For companies in regulated fields, KCIM keeps audit logs. Healthcare facilities show they handled patient data correctly. Financial firms prove they protected client records. Government agencies document information access for transparency.
The system generates reports by user, department, time period, or document type. IT teams don't need specific skills to pull the data compliance officers need.
Long-Term Data Retention
KCIM stores audit logs securely for as long as compliance regulations require, with some industries requiring records retention for multiple years. The system handles storage and makes archived records easily retrievable for audits or investigations.
How These Solutions Work Together for Cloud Document Security
The real power emerges from how KCPS, KCC, and KCIM function as one integrated system.
A field worker sends a print job from their phone. KCPS encrypts it and requires authentication at the printer. KCC controls which cloud folders they can access for scanning. KCIM logs every action for compliance. This integrated approach prevents security gaps that appear when organisations patch together disparate systems.
Real Security Features That Solve Daily Problems
These Kyocera cloud solutions address actual security challenges:
Remote workers printing from home don't expose documents to home network vulnerabilities. KCPS encryption protects files even on unsecured networks. Mobile workers get secure access through KCC without cumbersome VPN software.
Organisations using multiple cloud platforms get consistent security across all services. KCIM creates audit trails for compliance without manual record compilation. KCPS handles temporary workers through time-limited credentials that don't require permanent network access.
Making Cloud Document Security Simple to Deploy
KYOCERA's cloud-based design eliminates the need for large server installations, allowing updates to happen automatically without scheduling downtime and new features to appear without requiring upgrade projects.
For organisations preferring on-site control, hybrid options combine local infrastructure with cloud flexibility. Documents stay on company networks while still benefiting from cloud authentication and mobile access capabilities.
Security experts stress that proper identity protection and access control policies provide key integrity and safety for cloud-stored data. KYOCERA cloud solutions build these practices into the system design rather than adding them later.
Building Security into Your Document Workflows
Effective cloud document security starts before selecting solutions. Organisations should map their complete document journey first: where documents originate, how they move between systems, who needs access at each stage, and what compliance regulations apply.
KYOCERA's cloud solutions integrate with existing authentication systems, cloud storage services, and business applications. At KYOCERA Document Solutions Canada, we've helped numerous Canadian organisations implement comprehensive cloud document security that addresses their specific requirements and compliance needs.
Protecting Documents Without Slowing Work Down
Cloud document security grows more complex as organisations adopt additional cloud services and support workers in multiple locations with varying schedules.
Success requires more than adding encryption or authentication to existing systems. It demands rethinking workflows to build protection into every stage rather than applying fixes afterward.
KYOCERA Document Solutions offers cloud solutions designed specifically for secure document workflows across different environments and organisational needs. Our approach starts with understanding your complete document lifecycle, identifying potential vulnerabilities, and implementing security that protects information without blocking the flexibility teams require.
Request a proposal and outline your document workflow needs to our team. Our experts will help you understand the specific security opportunities in your document ecosystem and develop a practical roadmap for implementing comprehensive protection that fits your organisation's requirements and budget.