For many organizations, especially those in government, educational and medical industries, confidentiality is of the upmost importance. However, one area that can become vulnerable to outside intruders is your copier data without knowing it. To make sure your classified and important information doesn’t get into the wrong hands, you’ll want to address each of these important areas to keep your copier data safe and secure.
Password-Protect Your Equipment
One of the best ways to secure your copier data is to control who’s getting access to it. Similar to requiring a key to open a door or a password to unlock a computer screen, you can require that users have either a password or an access card to unlock and utilize your copier. Additionally, if you’re utilizing passwords, you’ll want to change those passwords at different intervals over time to further increase your security and make sure that those passwords aren’t getting into the wrong hands.
Store Equipment in Secure Location
One of the biggest factors you have control over is where your copier is located. Making sure your equipment is in a location such as an administrative office that is regulated or overlooked by trusted individuals will help keep those accessing the equipment accountable as well as give your company a peace of mind knowing who’s accessing your equipment.
Monitor Copier Usage
With great advances in copier and office equipment technology is recent years, you have the ability to track who is engaging with your equipment on daily basis. You can track user and device-specific usage with not only your copiers but also printers. You can even restrict who gets access to what features of the copier (i.e. printing, copying, faxing, scanning). Your IT department or upper-management can keep a close eye on it to ensure only the right people are getting access to your equipment that should. Additionally, these types of features will help you keep your costs low by monitoring who’s using your equipment and how often.
Educate All Staff
You can have all the right security measures in place, but if you don’t educate your staff and all those that will have access to your copier, your information will be at risk. Make sure to go over proper procedures for using the equipment (who can use it, when, how often, etc.), and it would even help to display those rules and procedures somewhere near the equipment to remind everyone.
Control Print Timing
When you’re printing from a location outside of where the copier is located at, it’s very easy to forget about your print and leave it sitting on the copier for an extended period of time. For those that are printing confidential documents, this is a potentially dangerous habit. Ensure that prints aren’t left unattended. There are useful, new copier features available today which would delay a print until someone accessed the copier and input a code, which would signal for the copier to print that item – adding extra security to your most important information.
Streamline Your Equipment
The less equipment you have to use (and make sure remains secure) in your office, the less chance for security issues to arise. Historically, it was necessary to have a separate piece of equipment for each function (printing, copying, faxing, etc.), but now multifunctional copiers allow you to do everything in one place – removing the number of possible areas of entry for hackers and intruders. The best thing to do? Downsize your equipment to one machine to reduce the risk of information getting into the wrong hands.
Need help selecting the right equipment? Reach out to our expert equipment team, and they’ll help you identify the perfect equipment for your office.