How secure are your documents? What impact would it have on your business if a competitor was to access key critical information?

Our customers are constantly on high alert when it comes to network security, yet we often find that many are overlooking the potential risks posed by the printing devices that are connected directly to their network.

According to the Department for Business, Innovation & Skills Information Security Breaches Survey, 90 per cent of large organisations reported that they had suffered a security breach in 2015. Cyber-crime, hacking and malware are prominent security concerns, typically linked to networks, the internet and mobile devices. But given the importance that organisations are placing on security, it is surprising that a fundamental component of any data security strategy is so often overlooked – print!

Considering 63 per cent of businesses surveyed by research firm Quocirca admit to experiencing one or more print-related data breaches, it is important that organisations take the correct steps to minimise the risk of print-related data breaches. We recently published an article in SC Magazine offering advice on what steps businesses should take in order to minimise printing security risk. Here are our five steps to securing your documents:

1. Manage your print devices.

Whether you have 400 printers or three, they need to be monitored and managed. Remote management software makes this easier by automatically keeping tabs on all your devices.

2. Protect your documents.

Make sure documents are stored on a secure hard drive to minimise the risk of data falling into the wrong hands. Many MFP’s can be fitted with hard drive encryption and data erasing software as an optional extra, which will prevent data being stolen directly from the hard drive.

3. Follow-me printing.

Also known in the industry as “pull printing”, this is a feature where a user’s print job is held on the server and only released by the printer when a user authenticates themselves at the printer either using a code or a print card. Follow-me printing minimises the risk of unattended documents being left on the printer and increases privacy policy compliance.

4. Integrate print into your security strategy.

Printers and multifunction devices are connected to your network and that makes them as critical to your security as any mobile device or PC. Make sure they are integrated into your strategy and protected in the same way as any other connected device.    

5. Conform with data protection mandates.

User behaviour makes the ‘insider threat’ a critical consideration in securing company data and information. The Information Commissioner has clear data protection mandates and these need to be understood by all members of your organisation. Define a security policy and clear user behaviour guidelines as to how information should be printed and shared.

For further information about how we can help your business minimise security risks contact me on 07968 762396 or [email protected]