At NGAUS 2026, our conversations with National Guard stakeholders reinforced an important point: print modernization is about more than replacing aging devices. Aging devices often no longer function with newer IT infrastructure, and when they are replaced with devices compatible with current systems, they are getting the same on-premises features and configurations as before. The print industry is seen as stagnant in this regard.
Attendees at the show expressed the need for new MFDs that print and scan, as their old ones don’t work anymore. They aren’t thinking about Zero Trust or Universal Print, mostly because they don’t realize that MFPs are that advanced. OneDrive scanning directly from the MFP got them excited because MFP solutions supporting this are expensive, complex and often unreliable.
When National Guard IT teams think of how print and scan workflows fit into broader plans for cloud adoption, identity management, information protection, and Zero Trust, they assume they need an externally hosted FedRAMP certified software solution. They don’t realize that they can extend their existing Microsoft Entra ID environment to print and scan workflows.
Konica Minolta is the only OEM that connects the MFP directly to the government GCC or GCC High Azure Cloud for secure printing and scanning to OneDrive with CAC/PIV authentication. This unique solution aligns with Zero Trust, simplifies infrastructure, is reliable and easy to use!
IT stakeholders emphasized the challenge of maintaining legacy infrastructure while strengthening security without making everyday tasks more challenging. Here are our five takeaways:
Print may not always be the first area considered in an IT modernization plan, but it remains connected to the broader environment. Multifunction printers (MFPs) rely on authentication methods, servers, networks, and document workflows that may have been designed years ago.
At NGAUS, we heard from stakeholders evaluating aging infrastructure and preparing for future technology decisions. Those conversations highlighted the value of looking beyond the device itself. Modernization planning should also consider how print jobs are processed, where scanned documents are stored, how users gain access, and which legacy components remain necessary.
Print environments should also be included in broader Zero Trust planning. MFPs are shared endpoints where users print, copy, scan, and access information. Yet they can sit outside the identity controls applied to other devices and applications.
A more consistent approach connects access to a verified user identity. Allowing users to authenticate at a compatible MFP with a CAC or PIV card and PIN through Microsoft Entra ID can bring print and scan workflows within an organization’s Zero Trust objectives. Because authentication occurs directly through the device and cloud identity provider, this approach can avoid dependence on a separate, server-based authentication system.
Combined with cloud-based print management, secure job release, and direct scanning to approved cloud storage, these capabilities can reduce reliance on traditional print servers and limit users to their information and authorized destinations.
Print security is not limited to protecting devices from cyber threats. It includes what happens after someone sends a print job.
In a shared environment, a document may remain in the output tray before its owner retrieves it. Secure print release addresses risk by requiring users to authenticate at the device before printing. When integrated with Microsoft Universal Print, authenticated users can access and release their own submitted print jobs from a compatible device.
This can help protect printed information while reducing accidental printing, abandoned documents, and unnecessary waste.
Modernization efforts are more likely to succeed when new security controls fit naturally into the way people work. This is particularly relevant for scanning, which can involve several steps before a document reaches its destination.
A direct scan-to-OneDrive workflow can simplify that process. After authenticating at the MFP with a CAC or PIV card, users can browse available OneDrive folders and select an appropriate destination directly on the device. Because access is based on the verified identity, users do not need to register a separate token or re-enter credentials. This strengthens identity assurance while simplifying user experience.
No single modernization plan will fit every organization. Before evaluating a new approach, National Guard IT teams need a clear picture of the environment they already manage.
That means documenting how users authenticate, where print jobs are processed, how scanned documents reach their destinations, and which servers or applications support those workflows. Teams should also account for their Microsoft cloud environment, device compatibility, security requirements, and any legacy dependencies that cannot yet be retired.
This assessment can identify where cloud-based authentication, secure print release, or direct scanning could provide meaningful value without introducing unnecessary operational change.
Print modernization is ultimately an identity, infrastructure, security, and user-experience decision. A useful first step is to map the current print and scan environment, identify where identity is not consistently verified, and determine which legacy components create the greatest administrative or security burden.
From there, IT teams can evaluate if direct CAC/PIV authentication at the device, scan-to-OneDrive, and secure print release aligns with their operational and security objectives.
Konica Minolta’s PKI Cloud Suite brings these capabilities to compatible MFPs in Microsoft 365 GCC and GCC High environments. The solution supports CAC/PIV authentication through Microsoft Entra ID, secure Microsoft Universal Print release, and direct scan-to-OneDrive workflows without separate server-based authentication infrastructure.
Learn more about the PKI Cloud Suite or connect with our team to discuss how it could fit within your organization’s existing environment.
Can National Guard IT teams support CAC/PIV-secured printing without traditional print servers?
Yes. Microsoft Universal Print can support cloud-based print management, while compatible MFP applications can enable CAC/PIV-based authentication and secure print job release directly on the device. This can reduce reliance on traditional print servers, although the appropriate architecture will depend on the organization’s Microsoft environment, device compatibility, security policies, and existing infrastructure.
Can users scan directly to OneDrive with a CAC or PIV card?
Yes. With a compatible MFP application, users can authenticate at the device with a CAC or PIV card and PIN through Microsoft Entra ID. That verified identity can provide access to the user’s available OneDrive folders, allowing the user to select a destination and upload a scanned document without registering a separate access token or re-entering credentials.
