Your Digital Copier Could Be a Security Black Hole

    

Is your copier a security black hole?

Your faithful copiers, sitting in hallways and offices across the world faithfully churning out documents or turning paper into digital via scanning or fax. 

Nothing to worry about regarding document and information security there, right? 

Wrong!

Companies of all sizes are beginning to realize the importance of data protection and are funneling resources into security networks, computers, mobile devices, and encrypting information during transit. And those are absolute necessities. But don't overlook your digital copier and the information – some of it confidential or protected by regulations – that passes through your copier.

An Overlooked Source of Data Security Breaches

Internal data breaches are more common than you'd like to think:

  • 35% of all electronic crime is committed from malicious insiders
  • 1/3 of data leaks come from within 

When it comes to keeping your business' information secure, focus on people, documents, your devices, and network.

By combining policy supported by technology, you can ensure your information stays secure and prevent those internal breaches. Even if you don't prevent them, you'll have audit trails of access to find the guilty party.

Do you know these 12 copier security issues? Because hackers are like wolves; they go after the weak.

People

Create a culture of security in your business; make sure everyone understands that information security is serious – and lack of security could expose the business to fines and loss of reputation, at least.

  • Give employees an ID/swipe card to limit access
  • Create permissions and access privileges that define the allowable actions of employees when printing or scanning information
  • Control what visitors can access, including your devices likes copiers and printers, to ensure they can only access documents with permission

Documents

Here are a few tips for document security.

  • Sensitive documents and information should be flagged and blocked or restricted based on someone's access level
  • Use secure watermarks on information
  • Encrypt data and images in storage (and when being shared)
  • Track and record fax and email destinations and block those that should be avoided
  • Shred or otherwise securely dispose of documents left in recycling bins 

Devices and Network

  • Program copiers and printers to release jobs when an employee has been authenticated at the device
  • Encrypt hard drives and routinely erase/digitally shred all content
  • Record and keep print, copy, scan, and fax activity by user
  • Consider removing personal printers that don't track document and user access

For more security tips about your copier, especially the hard drive, click here to read 6 Potential Security Cracks Created By Your Copier.  

You can help secure your documents with document management software from Laserfiche, smart application of printing rules, and pull printing. We're experts and are ready to help. 

A great way to start is with a no-obligation print assessment, the first step to managed print services.

About The Author

Dave Quint, president and CEO of Advanced Systems Inc. and past president of BTA Mid-America. Dave has worked with copiers, MFPs, scanners, and document workflow software since joining Advanced Systems as a sales associate in 1989. His favorite part of the job -- “there is no greater joy than to see the positive impact these solutions have in our client’s businesses.’ You press print, we take care of the rest. Contact us for more information >>