Copier Security – It’s Important
Nearly every digital copier that has been built since 2002 contains a hard drive similar to PC. This stores images of every document that has been copied, scanned or emailed by the machine. The copiers and multi-function peripherals (MFPs) are computerized with memory, storage, large screen interfaces and output functions like a PC.
MFPs and digital copiers are usually leased and can be returned to the local dealer both for re-lease or resale to another company. This fleeting nature of MFPs and copiers makes hard drive security a serious issue. Knowing the right measures to take when you, turn in, sell or transfer a copier to another building or office is significant.
If appropriate action for copier security is not taken, important information can be stolen by remote access or data extraction after removing the drive. Identity theft, corporate espionage and fraud are the primary reasons given by Federal Trade Commission that businesses turn to effective solutions for hard drive security.
Copier security is something you cannot ignore. Therefore, you must re-evaluate the policies of your company to ensure best hard drive security practices.
Steps to Take for Copier Security:
Listed below are some of the essential steps you can take for hard drive security of the copier:
Data Security Plan:
When you get a new MFP or new copier, don’t only fret about your own data. Make a plan for data removal of any incoming machines so that you are not held responsible for the employee access to
those files. Format hard drives securely on the same day when new machine arrives. Ensure that your IT department is able to manage it, if not, get them trained to do so.
Managed Access Network:
When you have an MFP or copier in your office, it is similar to letting employees read over important documents of the HR president or HR officer. Information needs to be restricted. This means
implementing managed print servers and making protocols for control and regulation of access to documents and machines. These protocols can effectively ensure that employees cannot access or
reprint any documents they are not supposed to be aware of.
Ongoing Plan in Place for own Machines:
Simply do not format hard drives when you give back or get them exchanged for new models. Have a proper plan in place, ensuring a policy of formatting and deleting hard drives on monthly basis. This limits your liability for misappropriated or stolen information.
Copier and Printer Disposal:
When you decide to sell or trade your office MFP or copier, you need to have a sound and solid plan in place that securely erases the internal hard drive. Numerous new models are available with the option of cleaning hard drives of any information with government-level security protocols. Encryption and secure overwriting of existing options are also available to zero them out. This might be something you may want to look into with your current or future copier leases.
Take advantage from as many copier security measures you can. You could notch up the level of hard drive security with effective access management and network practices.
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