Managing your information security is complex business. Like any device connected to your network, your printers could be jeopardising your information security if not implemented and managed carefully.
Business managers know that information security is a complex business. They have to think of computers, mobile devices, routers, WiFi, and more. One spot that often gets missed is the print environment. On the physical level, printed content left lying around could fall into the wrong hands. On the data level, many printers are sophisticated devices that store documents and can be controlled over the network. They need to be treated accordingly.
The physical environment
Protection starts with access to the printer and its output. If your printing includes confidential business information, then your printer should be in a safe location. Uncollected printouts can become a source of information leaks. To help limit this risk, make someone responsible for picking up documents that have been left for too long, to keep safely or dispose of properly.
The data environment
Many printers are actually multifunction printers (MFPs), which also scan, copy, and store documents. They're active devices on the network, not just boxes that receive data and produce paper. As such, they need to be part of your network security strategy. MFPs are as vulnerable to information security threats as other networked devices. High-volume printers often include a disk drive to hold documents, fonts and templates. The drive ought to be encrypted.
The human factor
An organisation is only as secure as its people make it. Training and policies need to include appropriate ways of printing documents. Employees should learn to pick up sensitive printouts immediately and to use secure printing if it’s available. For your most sensitive documents, you might consider enabling Secure Print which can be configured to prevent the printing of documents that contain specific confidential intellectual property. Rules and routing will also give your more control over what can be printed and by who across your business. Keeping your print environment secure will help keep your business information safe, giving your customers and partners confidence in doing business with you.
Your organisation’s long term success depends on how well you can protect and manage all documents and devices. Therefore, control of your documents determines the control of the future of your organisation.
Is it time to take control of your documents & devices? We service an area of more than 350,000 sq kms of regional NSW, covering the Armidale, Dubbo, Tamworth and Moree regions. Get in touch with our team to secure your devices today!