Confidentiality is a hot topic these days with everyone trying to keep personal information…well, personal. Same goes for companies needing to keep company confidential information and documents… confidential. Businesses today need to take precautionary measures to make sure their copiers, printers and multifunction printer (MFP) devices don’t pose a security risk. Many of these devices include a hard drive that captures and stores images of copied, printed and scanned documents.
Think about how often documents printed or copied in your office contain employee or company confidential information:
- Employee social security numbers
- Payroll Data
- Product development information
- Patient medical records
- Legal case files
- Bank records
- Financial data
- Tax Returns
- Academic and financial aid records
Is this exposing your organization to regulatory compliance issues like HIPAA and Sarbanes Oxley, identity theft, stolen corporate credit card information or other liabilities?
While considering or reevaluating your print management options, you should investigate the following points to protect your data and eliminate security risks.
Confidential Information on Hard Drives: During everyday use or when a hard drive is removed for upgrading or recycling, a third party could access confidential information. Employee or customer records, payroll information, human resources files or other confidential correspondence could easily be compromised. Implementing hard drive security that will prevent unauthorized parties from accessing the information and/or that will wipe the hard drive clean after each copy or print job has been completed will eliminate this risk.
Documents Left on Equipment: You know it happens – you click ‘print’ and then the phone rings, so you forget to pick up the document from the printer. The next user arrives and grabs the document, having access to information to which they may not be entitled. Newer MFP devices can require the entry of a user ID or access code. This means the user must physically be at the device before the device will print the job.
Document Transmission: When faxing or sending scanned documents with an MFP, it is important that the information be encrypted so the data cannot be intercepted and received by other individuals. Newer MFP models offer encryption capabilities.
Flo-Tech can help you implement safeguards to increase the security of your documents and protect your valuable data. For more information call 1-800-213-1112 ext. 7123 or visit www.flotech.net/secure-printing-copying.