Risk 10: Complex business processes include employees printing, faxing, copying and scanning Unfortunately, unprotected fax connections in multifunction printers can be an open "back door" into the network. Printers are like computers, keeping them secure is crucial! Risk 9: Anyone can access your fax machines/fax capable MFP’s and send a fax to anyone, anywhere Encryption and network security are there for a reason and should be applied to printing among other digital business functions. What if someone was to intercept the data being sent to the printer? It could be pretty bad. Now think about the type of data that might be printed by the finance department or HR. no SSL) on your networkĬonsider how the data for printing transfers to your printer. Risk 8: Network printing and scanning data isn't transferred securely (i.e. The PDF/A format is more resistant to hackers or security breaches because it forbids dynamic content.
#PHOTOCOPY VS SCAN PDF#
Risk 7: Records are scanned into formats other than PDF/AĪccording to the PDF Association, PDF/A is a subset of PDF that eliminates certain risks threatening the one-to-one future reproducibility of the content. You can’t just ‘delete’ files, you need to overwrite them and ensure there is no possible way of accessing the data that was previously on the hard drive! You never know who might gain access to it once it’s been removed.įind out how ControlSuite with 'Content-Aware' manages, secures, and governs your documents through unified printing, scanning, and automated workflows, protecting them from inadvertent and deliberate exposure. Risk 6: When a contract ends, MFDs are taken away without triple-overwriting the hard disks This just comes down to file management practices - much like putting user permissions in place to access confidential information, it’s important to ensure not everyone can just access stored scanned files incase they contain sensitive data. Want to learn more about print related analytics? Read this blog: Managed Print Services: 5 Types of Analytics and What They Tell Us Risk 5: Employees can access stored scanned files Like any business function, analytics and activity tracking allows you to pick out anomalies and if something does happen, it becomes an easier job to pinpoint what happened, who it was, where it was etc.
Risk 4: You can't currently track printing, copying or scanning activity USB drives can also carry viruses and the MFD could serve as a point of entry that infects the entire network.
#PHOTOCOPY VS SCAN PORTABLE#
USB pen drives or hard discs are very easy to lose due to their portable nature. Scanning to USB could be a vulnerability as the information leaves the office network and is outside of its control. Risk 3: Anyone, including visitors, can access the scan to/print from USB function on MFDs Learn more about keeping your printer secure here. If the device is not properly secured, an individual could maliciously or inadvertently email or fax data to an inappropriate recipient. Most brands of MFP have the ability to scan to folder, email or fax. Risk 2: Everyone in the office, including visitors can copy or scan to email/folder or fax If you've ever suffered from this issue, it might be worth looking into authentication to release print jobs or follow-me printing solutions. It can happen, so it’s best not to leave documents lying on printer trays unattended! It only takes one person to pick up the document and next thing you know, you’re dealing with a potential data breach. What happens if the document left on the printer tray holds confidential information? It might not sound so bad, and it might be a common sight in your office, but it’s bad practice. Here are some of the common risks that might already affect your printing, scanning and copying processes: Risk 1: Paper gets left on the printer or copier tray
Unfortunately, like any digital and connected devices, there are risks in printing, scanning and copying processes, and unlike other elements of digital business functions, they’re not always picked up on leaving a potential hole in your security.
Maybe this is down to it being an everyday business function that doesn’t appear to do anything more than give you a paper version of something or turn paper into digital. Printing, scanning and copying isn’t always thought of as a security risk.
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