While most people are aware of the need for excellent security on computers and networks, many people do not realize there are important security guidelines you must follow with your office copiers, as well. Digital security is critical for any type of business, and if you aren’t careful, your company’s security could be compromised through your copier.
Modern copiers and printers have a hard drive that can store copies of every document you have ever copied or printed. Each time you make a scan, your machine saves a copy into its system. Unless you are able to implement high levels of security protocols in these machines, any information included in these documents could be vulnerable to theft. Obviously, this could be catastrophic for certain types of businesses, especially when customers’ or employees’ personal information or trade secrets are included in these files.
Here are just a few tips that will help you to beef up the security of your office copier in Phoenix, AZ:
- Passwords: You have the ability to password protect your copier, just as you would with a computer. Go into your administrative settings in the copier and change the “default” admin password. Make sure you use a long, complicated combination of numbers, letters and symbols, one that a regular person couldn’t figure out on their own. You should never use words, or combinations of letters and numbers that have some sort of clearly discernible meaning to you or your business. Make sure this password is only given out on a need-to-know basis. The router you have connecting the copier to your network should also be password protected, and you should have firewalls in place to protect your equipment from outside attacks.
- Protocols: Have specific security protocols in place during the actual processes of copying, printing and scanning. In some cases, you might want to encrypt the documents you send to be copied or printed. On a simpler level, you might consider implementing certain processes to make sure everyone using the copier protects the information that goes through it. For example, make sure people never leave behind copies of the document inside or next to the machine.
- Data erasure and hard drive overwrites: If you are looking into getting a machine, it’s important to purge the data you have in your current copier. The processes you use to do this depend on whether you are renting the machine or fully own it. If you own the machine, the best strategy is to overwrite the hard drive and then take it out and destroy it to make sure all information is permanently gone. If you are renting the machine, work with the leasing company to determine the best way to destroy any of your company’s proprietary data that might still be on the hard drive.
These are just a few tips to help keep your copier in Phoenix, AZ more secure. For more helpful information, or to learn more about the machines that are available for purchase, contact our trusted team at Arizona Copier Outlet today.