Executive Office Secure Print Release Workflow

executive office secure print release

Control printing, collection, transport, correction, and disposal of sensitive executive documents through named custody and approved equipment.

Decide whether paper is necessary

Confirm that the recipient needs a printed copy and that policy permits it for the information class. Prefer an approved controlled digital view when paper adds no operational value. Record the owner, purpose, copy count, and required return or destruction point.

Prepare the correct final file

Use the approved version and verify page order, orientation, color needs, annotations, and recipient markings before release. Remove hidden comments and unrelated pages from the print copy. Do not rename an unapproved draft to make it appear final.

Select controlled equipment

Send the job only to a printer approved for the document's sensitivity and physical location. Use secure release, authentication, and encrypted transfer where provided. Avoid hotel, coworking, personal, vendor, or unattended devices unless an authorized exception covers the exact use.

Maintain custody at collection

Release the job while present, count every sheet, and inspect the output tray, bypass tray, and nearby surfaces. Collect test pages and spoiled copies immediately. If the printer jams, involve an authorized support person and track any paper retained inside the device.

Transport with an accountable handoff

Use a closed folder or container and deliver directly to the named recipient or approved secure location. Do not leave packets on desks, chairs, reception counters, or meeting-room tables. Record handoff when the governing process requires proof of custody.

Control working copies in the room

Number copies when appropriate and ask the meeting owner whether participants may annotate, retain, or photograph them. Collect materials before guests leave. Reconcile missing sheets and escalate rather than quietly replacing the packet count.

Destroy waste and close the job

Place rejected pages, covers, labels, and notes in the approved destruction stream for their classification. Clear local downloads and print queues according to policy. Confirm whether final copies return to a record file, remain with an authorized owner, or are destroyed after use.

Inspect the paper trail

Periodically sample print logs, secure-release use, spoiled-page destruction, packet counts, meeting returns, and device locations. Investigate unexplained jobs or unreconciled sheets through the security process. Adjust printer placement and collection instructions when ordinary work patterns repeatedly create unattended output.

Common questions

Is pull printing always required?

Use the controls approved for the information class, equipment, and location.

What should happen after a paper jam?

Maintain custody and involve only authorized support personnel until every sheet is reconciled.

Can meeting packets stay in the room?

Only when the accountable owner and approved storage arrangement remain in place.

Source and service boundaries

Strengthen document custody through executive administrative support and the confidential material distribution guide. Contact our office about controlled coordination. Control reference: NIST security and privacy controls.