Copiers are standard equipment in many offices, but they can also pose a serious security threat. Taking the proper steps to protect the information stored on your digital copier can prevent the release of sensitive information regarding employees and your company. Learn why copier security is an issue to be taken seriously and how to safely use a copier.
How to Implement Copier Security
Modern copiers can do so much more than just copy. Many devices can also print, scan, fax and email documents. To handle this workload and efficiently manage incoming jobs, many copiers are equipped with a hard disk drive. All of the documents that are processed through a copier are saved to this hard disk drive. In some instances, that may not be a big deal, but if you have processed sensitive data, like scanning or copying ID or social security cards, direct deposit forms and even company documents containing financial or proprietary information, all of this is stored on your copier’s hard disk drive.
The hard disk drive in your copier likely contains sensitive information. Hackers may be able to access the hard disk drive remotely. It is also possible for the actual drive to be physically removed and accessed. A data breach can be devastating for both your business and your employees, and has the potential to cause serious damage.
Protect Your Data
Newer digital copiers come with safeguards, like encryption and overwriting, as standard features or available as an upgrade. Some copier hard disk drives can be locked and only accessed after entering a passcode. When locked, information is secure even if the drive is removed from the copier.
If you own your copier, your IT team can take steps to secure the equipment, much like they already secure your network and other linked devices. If you lease your equipment, you can work with the vendor you lease from, to implement security protocols and keep your data safe.
Have an Exit Strategy
All equipment will eventually wear out and need to be replaced. Have a plan for how to handle the hard disk drive when it is time to dispose of your digital copier. The drive can be overwritten or it can be removed and properly disposed of or destroyed. For leased equipment make sure to create a plan with your vendor around how the hard disk drive will be handled when the copier is returned.
All devices connected to your office network need to be protected from outside intrusion and even internal snooping. Taking steps to secure the hard disk drive in your digital copier can prevent information from falling into the hands of the wrong people.