How PIN print and hold print really work on shared office copiers
Quick definition
PIN print and Hold print are device-level features that delay printing until the user authenticates at the device touchscreen. PIN print uses a 4-8 digit code the user assigned at print time; hold print holds the job in queue until the user releases it via badge tap or login. Both prevent confidential documents from sitting unattended on the output tray.
How the two methods differ
| Method | How it works |
|---|---|
| PIN print | User sets a PIN at print time; types same PIN at device to release |
| Hold print | Job holds in queue; user authenticates at device via badge or login |
| Secure release print | Centralised queue across multiple devices; release at any of them |
| Follow-me print | Similar to secure release; job follows the user to whichever device they authenticate at |
Where PIN print fits
PIN print is simple and works without authentication infrastructure. The user enters a PIN in the print driver dialog before sending the job; the device prompts for the same PIN at release. Useful for occasional confidential printing in environments without full authentication systems. The downside is PIN management — users have to remember different PINs across jobs or use the same PIN repeatedly (reducing security benefit).
Where hold print fits
Hold print integrates with the office's user authentication system. The job arrives at the device but does not print until the user authenticates (badge tap, login credentials, smartphone app). The authentication mechanism handles identity verification; the print driver simply marks the job for hold rather than immediate printing.
The shared MFP problem these solve
Without PIN or hold print, documents print immediately when submitted and accumulate on the output tray until collected. Sensitive documents (HR records, financial statements, legal documents) sit visible to anyone in the office between print time and collection time. PIN and hold print eliminate this gap by ensuring the document only prints when the user is physically present to collect it.