With security breach numerous corporations headlining the news, many companies are focusing heavily on new approaches to cybersecurity to ensure privileged information, both their own and their customers. In doing so, however, these same companies may be overlooking the importance of security print or protection of paper documents created by the printer.
In fact, according to the figures that follow Quocirca, research organization in Europe, over “60 percent of survey participants experienced print associated responded,” whether unauthorized recipients get hold of the documents, or even private documents to left unclaimed in the printer tray (Source: Quocira “Print Security: The cost of complacency”).
Overall, print security should be of utmost importance for all companies that rely on printed documents. And, to help reduce the possibility of print related offense, this company should employ the following tips to improve security.
Assess the safety Printers and MFPs
In reality, many companies have moved beyond basic printer and now use the multifunction peripherals (MFPs), machine operating as printers, copiers, scanners, and even fax devices. To perform all these tasks, however, the devices often have built-in networking, as well as storage capacity.
To reduce the risk of print related offense, companies may wish to utilize the services of a third party to assess print security, especially if the company uses a significant amount of MFPs that could be a weakness. A security provider can find certain areas where the breach could be, and advise on the best way to improve security in the whole system.
Control and Monitor Access
In addition to assessing the safety devices, companies who use printers and MFPs would also be well advised to control and monitor access to the said machines to ensure that only authorized individuals are eligible to use. Specifically, companies can take advantage of a process called PIN or reduce printing, where printing tasks can be saved either in the MFP or on a separate device. Only by using a PIN code, swipe card or other safety equipment to authorized individuals can access the print job, keep it protected from unauthorized persons.
Finding the right device
Print related security breaches can take many forms. For example, an unauthorized party could snatch a confidential document from the printing tray; or, the same person could collect personal information was left in the MFP.
To combat this, the company should consider buying a new set of devices that are manufactured specifically with security in mind. Many printing and MFP devices, such as security printers, now come with lockable and removable hard drives, and lock trays to protect the paper stock (Source: TROY Group, “Security Printers”). Furthermore, this safety device can also delete all the data once a special device is disconnected, and offer built-in disk encryption as well.
Focus on Security
Even as society moves further into the digital revolution, many companies still rely on the use of printed documents to transfer information. And to protect their paper, these companies should take advantage of the aforementioned tips to improve print security for the benefit of themselves and their clients.