Despite the fact that the majority of organisations have had one or more accidental data breaches through printing, most small businesses still don’t think that document security is a priority. The consequences of a serious data breach can be expensive, and will only become more so when the General Data Protection Regulation (GDPR) comes into force next year.
There are common security threats that can be tackled easily to protect data – and awareness of them is the first step in doing this.
1. Don’t leave documents lying in document trays – they can be picked up and used maliciously by anyone who happens to be passing by.
Switch to secure printing, meaning that the document will be held on memory by the printer until you are physically there and can use either a passcode or NFC card to verify that you are there to collect the document.
2. Sensitive data sent to the printer is vulnerable and can be intercepted by hackers.
Enable automatic file encryption to ensure that any data sent to the printer is unintelligible. Even if compromised, it is useless and cannot be used to hurt you, your partners or your customers.
3. Documents should not be scanned to unauthorised personal cloud apps. If they are it means the flow of confidential data is outwith your organisation’s control, leaving you vulnerable.
Formalise procedures and simplify cloud storage workflows on authorised apps, so that all documents can be kept under your control.
4. Hard copies of sensitive documents stored in unsecured filing cabinets can be stolen, lost or spoiled.
Digitise and secure legacy documents, with safe backups so that documents cannot be misused or ruined. If the originals must be retained they can then be put into secure storage. If not, they can be shredded and disposed of by safe means.
5. If scanned documents are unrestricted sensitive or private data could make it into the wrong hands.
Password protect scanned PDFs to ensure that only authorised individuals have access to the information.
Happily, there is a range of devices that can help you to protect yourself. With Xerox ConnectKey enabled MFP devices you can do all of this easily – most of the features are built in or intuitive to implement. This allows you to close off many document security weak spots and will help to leave yourself more protected against issues that leave you breaking GDPR legislation in the future.
Equipped with a host of smart and intuitive functions, take a look at the Xerox ConnectKey devices today.