While the focus of data theft may be on large scale corporate attacks that affect tens or even hundreds of thousands of individuals, the real danger lies even closer to home. Using the wrong printer to manage your documents can lead to a loss of information that can cost your business more than just its reputation. Here is a list of common ways to get document security wrong, and the solution to getting it right.
Forget About Your Documents
Items left behind in the printer output tray are at risk of being read, copied, or stolen, and if the information contained within these documents contains confidential information such as payroll, banking, or personal data, it may put your business in jeopardy. Choose a printer that requires user authentication passcodes at the device before the print job is released.
Don’t Erase the Hard Drive
The hard drive on your multifunction printer contains information from each document that has been printed, and requires the same level of security as your desktop or laptop computer. Opt for a printer that can be set to automatically overwrite the hard drive to prevent a breach.
Save Files Just About Anywhere
Between the moment a document is scanned and then uploaded to a secure location in the cloud, most users save it somewhere on their device. If it is saved in a convenient place like the desktop or local folder it may later be intercepted by a hacker or unscrupulous employee. Get a printer that will help you to save your files directly to the cloud to avoid this mistake.
Don’t Password-Protect Your Information
Imagine that you scan and send a document to a colleague or client, only to realize you sent it to the wrong address. With password-protection you don’t need to worry about this mistake, and the best printers can help you send each file securely.
Ask Someone Else to Do Your Printing
Employees working outside the office may ask a colleague to print a document for them, but if the colleague should save that document in an unsecured location it may fall into the wrong hands. Choose a printer with remote print capabilities to help those on the go to print safely and efficiently.
Contact us today to learn more about keeping your print environment secure!