From a recent study by Syntonic, 87% of companies rely on employees using their personal smartphones to access mobile business apps and services. A BYOD security policy is tricky, but it is a necessity for any company wishing to leverage the resources available to its workforce. Bring Your Own Devices, or BYOD, is a policy that authorizes employees to use personal computers, tablets, and mobile devices in the workplace. It is one of the many ways companies leverage available resources in a way that promotes productivity and reduces costs.
According to CBS News, 67% of people use their own devices at work. As mobile solutions become more standard and beneficial for business processes, BYOD has become increasingly popular.
In recent years, there was a strict ban on personal devices in the workplace, but companies have quickly realized that it boosts employee productivity and can potentially save on capital expenditures to boot. The BYOD policy has significantly changed the modern workplace by encouraging companies to rethink the role of employee-owned technology in the business environment.
However, for IT network security, BYOD policies also introduce a complicated challenge to overcome. A formal BYOD security policy needs to protect both the company as well as the employee. Likewise, it must deter employees from using their devices for personal pursuits without restricting their ability to work.
The use of BYOD is on the rise, and in return, so are the risks to businesses. More than 50% of employees have not received any instructions on BYOD security policies in the workplace. Despite improved productivity and other positives, using a personal device for work-related tasks without instruction can pose significant security risks and concerns for IT professionals.
Tips for Creating an Effective BYOD Security Policy
To address these challenges, companies must develop a security strategy that anticipates these risks while respecting the fact that it is the employee who ultimately owns the device.
A solid BYOD security policy should:
1. Establish Security Requirements
Encourage employees to get in the habit of following security best practices by making necessary security measures a requirement. A good policy should require employees to:
- Keep their devices password-protected at all times
- Consider measures such as requiring the use of a VPN (virtual private network), which masks internet traffic from a device
- Requiring antivirus software to help mitigate the chances that corporate data will be exposed to malware from a personal device
All personal devices in the workplace should be subject to the same requirements.
2. Identify Acceptable Devices and Proper Use
Clearly define which devices are acceptable, including device types and operating systems, such as Apple iOS and Google’s Android OS. Doing so helps keep the IT department from feeling overwhelmed by compatibility issues with multiple types of devices.
Additionally, identify the instances of acceptable use of personal devices in the workplace. Employees can and will be tempted to use personal features of their devices while on the clock.
Many BYOD policies address this in two specific ways:
- Consider using a company app which requires users to log in before they can access company data
- Enforce a whitelist approach to app users which refers to giving specific apps explicit permission to run on a device – access of all others is banned during work hours
3. Require Registration with the IT Department
Registering devices with the IT department helps maintain the visibility of the devices connected to the network. Companies can easily make this part of the onboarding process for new hires and new devices. A network administrator can easily compare a list of registered devices to the list of connected devices to spot unauthorized connections.
Likewise, gathering such data creates a snapshot of device demographics to help the IT department develop infrastructure which is compatible with the devices used.
4. Clarify Data Ownership
Devices brought under a BYOD policy will have a mix of corporate data, such as work emails, calendars, documents, contacts, and personal data stored on them. Make it clear to employees that their data remains solely their property and under their control. Consider including resources to help employees keep their data backed up if a device is stolen or destroyed.
Likewise, indicate what data the company owns. Using tools such as mobile applications helps with this process, as all company information will be stored on the device in one specific place.
5. Implement Mobile Device Management Software to Prepare for Loss or Theft
Mobile Device Management (MDM) software allows companies to remotely manage end-user devices. Chances are your phone, tablet, or laptop go with you almost everywhere making them easy to lose.
If a device is lost, stolen, or otherwise compromised, MDM provides a foolproof procedure to remove sensitive data from the phone remotely.
The true cost of a lost mobile device goes far beyond the price of replacement – just think of the loss of productivity, downtime, intellectual property, the support required, the data breaches and all the legal fees. It has been estimated that the average loss to a company exceeds $49,000.00 per lost or stolen device!
Although some sensitive data, such as company financial information, should never be stored on a BYOD, it is inevitable that such devices may come into contact with sensitive information.
6. Include an Employee Exit Plan
When an employee leaves a company, corporate data must be removed from the device. Merely wiping the device using an MDM software is a heavy-handed method. Instead, develop a set of exit procedures to safely remove company information in a way that preserves the integrity of the employee’s personal information.
An example of an exit procedure includes backing up employee data and content before wiping the device. It may also include a checklist of apps to uninstall.
RJ Young Can Help Your Company Secure and Manage Employee-Owned Devices
A BYOD policy promotes productivity and reduces costs, but cybersecurity is more complicated than ever and security professionals face a dynamic terrain with no apparent boundaries.
As more companies recognize the value of employee devices in the office, robust BYOD security policies are necessary to help keep companies secure and safe, but a formal BYOD policy is a great place to start.
RJ Young helps companies develop strategies for every security challenge they may face. Discuss plans for BYOD with a security specialist today.
RJ Young wins multimillion-dollar partnership
RJ Young is pleased to announce its newest multimillion-dollar partnership with Florida State University, one of Florida’s preeminent universities. In early 2019, RJ Young was named the trusted strategic provider of office technology and equipment for Florida State University.
Florida State University has over 42,000 enrolled students and employs close to 10,000 people in the state of Florida. The main campus sits on 485 acres in the middle of Tallahassee and has an operating budget of over $1.9 billion.
In early 2018, Florida State University issued an Invitation to Negotiate (ITN) seeking a new provider for its office equipment needs for its main campus as well as additional locations around the state. At that time, RJ Young, with help from Ricoh, assembled a team of sales, service, and operational leaders to prepare a bid that embodied a long-term partnership, cost savings, and custom solutions for the issues faced by an organization of this size. After a year of planning, meetings, and negotiating, Florida State University announced it would be entering into a new agreement with RJ Young.
Currently, RJ Young is near completion of the installation process of more than 400 Ricoh units throughout the Florida State footprint, including its remote campuses located throughout the state of Florida. RJ Young is also providing solutions to assist Florida State University in monitoring these units for automated supply orders and service calls. The university’s previous supplier contract expired in September 2019; therefore, RJ Young has been hard at work to make sure this transition is as seamless as possible for students and staff.
“This large enterprise deal brings RJ Young together with one of the largest universities in the state of Florida. This is a huge opportunity for the company and on behalf of the entire RJ Young team, we are proud to call Florida State University a part of our family. The RJ Young team is excited and looking forward to bringing their excellent customer support and service to FSU.”Chip Crunk, RJ Young President & CEO
To accommodate its continued growth, the RJ Young Tallahassee location ramped up with additional employees, a new warehouse, and some new processes to get the job done right. RJ Young looks forward to focusing on the infrastructure and implementation of the plan at Florida State University.
RJ Young is also a proud sponsor of Florida State University Seminoles athleticsand looks forward to being the trusted strategic partner of office technology and equipment for Florida State University.
About RJ Young
RJ Young is the largest, privately-held dealer in the Southeast and one of the largest in the nation specializing in managed IT services, document management solutions, managed print services, remote support, remote monitoring, fulfillment services, and office imaging for small to enterprise level businesses. Headquartered in Nashville, Tennessee, RJ Young has been in business since 1955 and has over 650 employees in over 30 sales and service locations across nine states. Under the corporate tagline “Your Productivity is Our Mission,” RJ Young helps modern professionals become more successful in their businesses with solutions to securely manage paper and digital information and empowers businesses with leading technologies.
About Promise Academy
Promise Academy is a K-5 charter school with over 400 students and 45 faculty in Shelby County, Tennessee. Their mission: Our central and only work is to teach and inspire the mind, body, and spirit of our children so they can rise above the rest and succeed in any academic or cultural setting. Promise Academy is one of the oldest charter schools in Memphis and has led the way in charter education and continues to be a leader in the community. To learn more about interactive whiteboards in the classroom read on.
RJ Young partners with Promise Academy to provide innovative Interactive Whiteboard technology to assist teachers and engage students.
Identifying The Problem
Areas of Improvement
The previous technology was not meeting the needs of teachers. There were too many issues with equipment; including the need for copious wires, extra laptops, keyboards, and external speakers. The previous whiteboards proved to be too cumbersome and teachers were increasingly frustrated.
Creating A Solution
Installing Interactive Whiteboards
RJ Young installed the Ricoh Interactive Whiteboard and now Promise Academy has 30 with plans to expand to their sister charter school. Every classroom (2nd-5th) has an Interactive Whiteboard that contains all equipment and software for teachers to easily integrate into their lesson plans. Teachers incorporate the interactive whiteboards in the classroom to take attendance, conduct behavior reward programs, view and participate with lessons and worksheets, watch educational videos, play educational songs, exit tickets, and much more.
How RJ Young Implemented Whiteboard Technology
With RJ Young’s Interactive Whiteboards, Promise Academy has been able to encourage innovative, hands-on collaboration. This user-friendly, streamlined technology is dependable and has everything a teacher needs all in one place. Teachers are able to pull up a student’s work from their tablet to display on the whiteboard thus achieving a paperless classroom. Students can show their work on the whiteboard creating an interactive experience that enhances student learning. Introducing technology to elementary school children sets them up for success in the future. As technology advances, the whiteboard technology does too, as teachers have access to the latest software. Ricky Richardson, Director of Technology at Promise Academy said, “If we need something, all I have to do is describe the idea and RJ Young will come up with a solution that fits.”
Learn More About the Case Study: Interactive Whiteboards in the Classroom Featuring Promise Academy
Contact an expert at RJ Young today to learn how Interactive Whiteboards can help your business or educational organization.
Check out RJ Young’s other Customer Case Studies and Testimonials.
Digital technology is flooding the modern business environment, creating new opportunities for productivity and achievement, however it also puts businesses in a vulnerable state for network attacks. In the ongoing struggle to protect IT environments from internet threats and malware, there is one endpoint that is often overlooked: the printers connected to the network. Believe it or not, IT services and printing are more connected than you think.
The shift towards this new digital reality is changing the way companies think about and deploy security. As features such as automated workflows, sharing services, and integrated project management tools become more common, a company’s technological infrastructure is more intertwined than ever.
Nowhere is that more evident than the border between the IT department and the printers. Many managed IT service providers consider a company’s printers part of its networking strategies. That’s not by mistake – a good managed IT strategy evaluates a company’s printers to ensure efficiency and security.
Cybersecurity for 2019: It Involves More Than Computers and Servers
In today’s world, cybersecurity has been receiving a lot of attention due to several recent attacks. Hackers are always looking for an endpoint or way they can gain access to a company’s network which contains tons of sensitive information. Cybersecurity contends with a multi-faceted, dynamic landscape which includes far more than computers. All devices which access the internet through a company’s network now establish an endpoint.
The traditional perspective of securing endpoints – such as computers, routers, and mobile devices – leave plenty of opportunities to overlook other web-connected devices in the office. As the Internet of Things (iOT) becomes more prevalent in the modern office, the scope of what a cybersecurity strategy must consider is only increasing. As modern offices rely more on digital tools to conduct business, it is becoming much harder to distinguish where cybersecurity ends, and another service begins.
Why Are Printers More Vulnerable Than Companies Realize?
When companies assess their security threats, they usually focus on computers and servers, but overlook printers because their functionality seems too basic. Modern printers are sophisticated digital devices which come with much of the same hardware as computers. They include hard drives, central processing units (CPUs), a network adapter, and software which controls all of this hardware, known as firmware. Printers are essentially computers, but most people don’t think of it that way.
A recent survey by Spiceworks found that only 18% of IT professionals believed printers represent a security risk. Less than half had deployed any printer protection at all. Even then, only 16% of IT professionals implemented best practices such as security certificates to govern their printing protocols.
When left unsecured, printers create a backdoor into a company’s network – and hackers know this. For example, think of all the sensitive information a company printer has had previously in its queues. A hacker could access the printer’s internal hard drive and view all of those documents which contain confidential information. If queued documents are stored on a built-in hard drive or flash memory, the printer can keep copies of the documents even when the printer is turned off.
Shared printers allow a hacker or malware to move from the printer to company computers. The connectivity which enables users to do their jobs efficiently is turned against the organization when printers are not secured.
The Importance of IT in the Printing Infrastructure
IT plays a critical role in asset management and workflow processes. While managed print services may strategize the most efficient ways to accomplish a process, IT ultimately governs the way printing infrastructure fits within the company’s broader cybersecurity strategy. The most typical approaches to printer security display elements of both managed IT and managed printing services.
These approaches include:
- Access control. Both managed print services and IT use workflow management strategies to control physical access to the print station.
- Network security. A managed print service often includes mapping out where printers are positioned to maximize efficiency. Managed IT takes advantage of this by implementing procedures which include developing network documentation such as a network diagram to identify all endpoints – including printers.
- Device security practices. Best practices such as never leaving print jobs sitting in the tray improves printer security. Managed print services include practices such as supply automation to help prevent supplies from disappearing quickly – or suspiciously.
Both managed IT and managed print services deploy many of the same tactics but with different end goals in mind. These two services can work together to secure and optimize a print environment.
RJ Young Helps Companies Get Serious About Protecting Their Printers and Their Network
Most businesses spend a significant amount of money securing their network and servers, but continue to overlook their printers as a severe security risk. A printer is a vulnerable endpoint where cybercriminals can slip in and access a company’s network. With this in mind, it’s vital for businesses to make sure their printers have the latest security software installed, and that they stay up to date with how to keep devices as secure as possible to avoid security breaches in the future. Printers are typically not perceived as a severe security risk, but RJ Young wants to change that perception.
Are your printers secure? Let RJ Young help your business develop a thorough, secure, and efficient printer and network infrastructure. Contact RJ Young today to learn how they can help.
When the first multifunction printer hit the office technology scene in the mid-1990s, they changed the way companies thought about productivity. With a compact physical footprint, unparalleled versatility, and faster print speed, they gave businesses new ways to leverage their printing. In 2019, the small business copier/multifunction printer has it all and has become a staple in the modern and home office.
However, like all machines, these handy devices still experience an occasional snag in operations. RJ Young service technicians are happy to help but several common problems can be resolved without them. Here is a quick guide on the five most common printing problems experienced with a small business copier and MFP.
Get a device back into service in no time with these simple tips.
Five Common Problems & How to Fix Them
Printers—whether MFPs or not—all experience a variety of problems from time to time. Here are the five issues most offices will see in the device’s lifetime:
1. Streaks, Smudges, and Spots
Streaks, smudges, and spots are ugly and ruin a professionally designed document. If papers are routinely coming out of the copier with such marks, it may be:
- Dirt or scratches on the glass. Clean the glass above the reader with a gentle glass cleaner and a very soft cloth.
- The wrong paper is being used. Check that the correct paper is being used. Laser copier devices need a specific paper.
- Components are worn out. Inspect the toner cartridges, imaging unit, or fuser roll to see if there is debris or damage.
- Incorrect settings. Check the device settings and driver to make sure everything is configured correctly for what you are trying to print.
While dirty reader glass causes the problem most of the time, it’s not always the case. Should an inspection reveal damage to any of the internal components, contact a certified technician.
2. Slow Output
Modern printers and digital copiers are built to do their job quickly. Multifunction copiers and printers have practically perfected efficient output by combining scanning fax, and printing while increasing the print speed and output pages per minute. A slow device is like slow wi-fi: aggravating, at best. Slow production happens due to:
- High-resolution settings. Select draft or standard mode for printing that does not need photographic quality output.
- Duplex printing. Printing one-sided requires more paper capacity but is faster.
- Outdated drivers. Check the driver edition and update if necessary.
In general, a slow output can be corrected by adjusting the print or copy preferences. Take advantage of more economical settings and speed up the device.
3. Paper Problems
When it comes to small office imaging technology, the paper jam is the most infamous problem of all. However, copy machines and MFPs can suffer from a host of paper problems, including:
- The toner rubs off or does not set. In this case, the incorrect paper is being used. Use a paper meant for laser printers. If it is the correct paper, check the fuser roll for worn out parts.
- Paper jams keep happening. The paper or the tray is misaligned. Try resetting it. If that does not work, other hardware may be worn out and needing replacement. This also happens occasionally with automatic document feeders. Therefore, make sure the paper is set in the tray and is stacked neatly together.
- Wrinkled jobs. Creases, wrinkles, or wet-looking paper happens when the paper has been stored in humid conditions. Make sure the paper in the tray is completely dry.
Paper problems often happen when the wrong paper is being used. Always double-check which paper type the device supports.
4. Discolored Printing
Discolored, faded or off-colored prints generally indicate a problem with the cartridges. They may appear in many different ways, including:
- Elements printed in black appear blueish or not quite black on inkjet devices. The key (or black) cartridge is empty. The device is creating the appearance of black by mixing the other three colors.
- Traces of color in black and white settings on color devices. In this instance, there is a color leak occurring. Remove the toner, clean the machine, and insert a new toner cartridge.
- Fading or discoloration in monochrome laser copiers. Discolored toner may indicate poor quality toner, incorrect print density settings, or a problem with the photoreceptors. Try adjusting the print density settings on the device before inspecting the toner or internal components.
First, check the toner levels and address any low or empty cartridges. Then check the settings on the device. If neither of those work, contact a technician to inspect the device’s parts.
5. Nothing Happens
There is nothing more concerning than pushing the ‘print’ button, and nothing happening. It is a common problem with several common causes, including:
- Sending a job to the wrong device. If the task is sent from a computer or mobile device, check that the correct device is selected.
- The computer and device are not connected. Check under ‘Devices’ and ‘Printers’ to see if the computer recognizes the device. If so, check that the driver is installed and up to date.
- The device is asleep, not turned on, or not connected to a power source. Check that the device has been turned on and has power.
- The network is down or unavailable. Check the network.
If all else fails, try restarting the device. Turn it off for a few moments before turning it on again.
Small Business Copier Repair with RJ Young
A small business copier, like all machinery, occasionally needs to be serviced or repaired. On common devices, such as the HP Laserjet Pro and Canon ImageCLASS, many fixes are quick and easy. Others, however, require the attention of a trained certified professional. If a quick troubleshooting session does not solve the problem, consider contacting a specialist such as RJ Young to get a fast, effective solution to any office technology problem.
Even if your office equipment was not purchased from RJ Young, their team of trained professionals can service the equipment.
RJ Young provides organizations with the best-in-class repair services for your small business copiers. Contact us today to get started!
Offset printing and digital printing equipment are the most common technologies found in the commercial printing industry. Each represents a unique printing method which produces different results, and which is more appropriate for different types of print jobs.
When outsourcing printing, companies may come across these terms. Despite their similarity in appearance, the underlying technology is drastically different. Understanding these differences is key to effectively leveraging outsource printing as the cost-effective, time-saving strategy that it is.
Before outsourcing a print job, take the time to understand the difference between offset and digital printing and how they can effect your specific print project or printing needs.
Offset Printing and Digital Printing Defined
Offset printing and digital printing are two drastically different types of printing technology commonly used by commercial printers. Understanding the difference is essential when outsourcing printing jobs.
What Is Digital Printing?
Digital printing uses technology very similar to a laser printer. During digital printing, lasers create an electrostatic charge which causes toner to “stick” to a drum. The drum is rolled over the paper, and then the heat fuses the toner to the paper. The printing process uses toner in a combined mix of Cyan, Magenta, Yellow, and Black (CMYK) dots to create the image. Digital printing equipment has a much faster setup time, but it may not produce the ultra-beautiful prints of an offset printer.
What Is Offset Printing?
An offset printing machine uses a series of etched aluminum plates to transfer an image onto a rubber blanket. Then the printer rolls that image onto a sheet of paper. Offset printing gets its name from this process and the fact that the ink is not applied directly to the paper, but rather to a rubber blanket. Due to this process, the setup takes more time, but it tends to produce more accurate color reproduction and crisp printing at larger quantities.
How to Choose Between Offset and Digital Printing For Your Print Job
Offset and digital printing each have their own advantages in different situations.
To break it down, use digital printing when:
- A print project needs fewer or shorter runs
- High speed/faster turnaround time and cost-savings are favored
- The project requirements call for variable data or customized pieces (unique code, name or address)
- There is a strong preference to print on demand, rather than maintain a stockpile
Digital presses are better suited for quick, short runs which need to leverage advanced technology like customization. For example, mailers, business cards, and personalized letterheads would be sent to a digital printer.
An offset printing machine shines in other scenarios. Consider outsourcing to an offset printer when:
- Large runs are involved (the larger the run, the more cost-effective the project will be)
- The printing job requires a wide range of custom finishes, unusual paper types, or specialty inks such as metallic and Pantone® colors
- Printing on a wide range of surfaces is desired (including wood, cloth, metal, leather, etc.)
- The highest possible color and clean image quality is favored
An offset press cannot handle variable data. However, offset printing has a greater range of color options because it can use actual Pantone® ink or metallic inks. Millions of organizations use the Pantone® Matching System each day to make sure they are using the appropriate colors for each project.
Once it is set up, offset printing is much cheaper at higher quantities. The more that is printed, the cheaper each piece becomes. Therefore, choose an offset printing machine for high volume, high-quality runs.
Short Runs vs. Large Runs
For short runs, digital printing does not have a setup fee so it can be far more economical than offset printing. However, because offset printing can print so quickly, the offset price per piece is not static – it decreases with quantity. Therefore for large runs, offset printing becomes more economical than digital printing because the setup fee is absorbed by the decreasing price per piece.
A general rule of thumb is that quantities up to about 500 will most likely be printed digitally, and higher quantities will most likely be done with offset printing. Knowing the general volume cut off is especially important if you are doing a small short run order rather than of a larger run of books.
There is no right or wrong choice when it comes to offset or digital printing. It all depends on the quantity and type of print job you are trying to accomplish.
The Benefits of Outsourced Printing
Companies choose to outsource their printing because of the advantages this printing method offers.
- Access to more powerful technology. By outsourcing a print job, a company gains access to commercial digital printing equipment and offset printing equipment to produce higher quality materials than what its in-house technology can create.
- Reduced overall costs. Outsource printing is a viable strategy for reducing total costs by letting a company print only what is needed.
- Quality printing done by professionals. Commercial printers know how to make the most of their specialized machines and understand print jobs more effectively. Companies can enjoy expert guidance for maximum print quality.
- Increased efficiency of an in-house printing environment. Outsourcing a print job prevents in-house printers from getting tied up by a job that is too large or complicated for them to handle efficiently. Since companies rely on printers to do business, outsourcing helps prevent a department-wide slowdown.
Learn more about the benefits of RJ Young’s Outsourced Printing Services HERE.
Trust RJ Young with Your Outsourced Printing Needs
Offset printing and digital printing both have their advantages. However, each are most appropriate for different print jobs entirely. Working with an outsourced printing service provider who understands these differences can help save time and money while producing a high-quality job.
RJ Young offers full-service printing expertise for every job imaginable. From stunning visuals to top-quality branded items, companies who outsource their printing enjoy expert guidance, access to in-house graphic designers, and access to top-notch technology.
Outsourcing large and complex print jobs saves time and money, as well as helps you put your best foot forward in your printed materials. Contact RJ Young today to learn how you can outsource your printing.