Copier data security has become a growing concern for businesses that frequently use business copiers to print, scan, fax, or email sensitive information. You may not realize it, but most modern copiers contain hard drives that store sensitive data much like a computer hard drive stores data.
Copiers that utilize an internet connection or are connected by a network need to be safeguarded from unauthorized access to the data and documents stored on the machine’s hard drive. Furthermore, since many copiers are leased or resold it is important to ensure that you take the necessary steps to protect your business’s and clients’ sensitive information after your lease ends or you sell your copier to another business.
Here are two tips that will help keep your copier’s data safe.
Before You Buy: Develop a Copier Data Security Plan
Work with your IT Department or Copier Supplier to implement safeguards against the unauthorized access of copier data. Most copier manufacturers and suppliers offer data encryption, which will encrypt any data sent to or from your copier so that it does not fall into the wrong hands. You can also opt for data overwriting, which will delete or overwrite data and documents on an ongoing basis.
When You’re Ready to Sell: Secure Your Copier’s Hard Drive
When it comes time to return or sell your business’s copier, it’s important that you secure your copier’s hard drive so that your business information and data is not passed on to the next owner. Contact your copier supplier and discuss your options for securing your copier’s hard drive. Some suppliers will remove the hard drive and return it to you for storage or destruction, while others offer hard drive clearing services that will wipe the hard drive clear of sensitive data.
Universal Business Solutions provides document management and production solutions that encompass the entire document cycle.
With the flood of recent high-profile data breaches, many businesses are evaluating the ways they handle sensitive company data and customer information. One point of vulnerability that is often overlooked is the business’s commercial copiers. These machines can house a gold mine of sensitive data, such as employee social security numbers, credit reports, health records, client account numbers, and many other forms of sensitive information.
Ensuring that your Information Security Plan addresses the use of copier systems is crucial to protecting your company’s sensitive information. Universal Business Solutions has compiled these three tips to help keep your office copier data safe.
Make sure that your employees are aware of the different types of data stored on commercial copiers, and the risks associated with that data being leaked or stolen. Protocols that address accepted copier uses and data management procedures are the first line of defense in protecting commercial copier data.
Utilize Data Security Features
Most copier dealers offer additional security features that can be added on to your company’s commercial copiers. Encryption add-ons, which scramble sensitive data so that it cannot be retrieved from the hard drive after use, offer a great level of data security. Copiers with overwriting capabilities can also help protect data by overwriting sensitive information after each copying job.
Clearing Copier Hard Drives
When purchasing or leasing a new commercial copier, it’s important to consider where your old copier – and the data it houses – might end up. Many copiers are re-leased or re-sold after their initial use. Ensuring that your company’s sensitive data is removed from the copier before it is re-sold is crucial to keeping your company’s data out of the wrong hands. Most copier manufacturers offer services that help to ensure that your copier’s hard drive is removed or cleared before the machine is sent on to its next owner.