Businesses invest hundreds, thousands and even millions of dollars securing networks, servers, individual computers and even mobile devices in an effort to protect their business critical data. Yet, in both security technology and policies, many businesses often ignore a blatant risk right under their noses each day, the output on multifunctional printers (MFPs) and copiers. The good news is there are a couple of steps you can easily take to solve this challenge.
- Acknowledge the Risk
Make your employees aware of the information security risk that exists at the MFP level and give guidance by incorporating printing environment best practices into your corporate information security policy. As end-user behavior is key to implementing most policies, ensuring they are aware it’s their responsibility to protect hard copies of sensitive information, such as client information and human resource records, when they are printed on MFPs and that abandoned prints left at MFPs are a breach of policy.
- Use Available Tools
Most MFPs are capable of incorporating software to secure output on devices. Such software requires end-users to provide credentials, such as a card swipe or password, to print, copy or scan at the device at the release of the print job. This also provides an audit trail of print usage, what was printed and when it was printed, to help track down data breaches should they occur as well as coach employees on compliance of the information security policy as needed.
With privacy and regulations to help protect consumer information on the rise, such as the widely recognized Health Information Portability and Accountability Act (HIPAA), businesses must ensure consumer information is safeguarded at every point in their manual and electronic management systems. Updating information security policies and implementing secure printing technology are two steps that are reasonable for most businesses to take to help secure customer information.
Mark Turner, Software Sales Specialist
Mark Turner brings a wealth of experience in document software systems to his position as Software Sales Specialist for RJ Young. Mark helps clients be more successful in their businesses through document management, workflow automation and software systems to streamline the transfer of document information.