For any business confidentiality is of great importance. All organisations work hard to keep confidential and business critical documents safe from rivals and unwanted prying eyes.
Documents get stored securely, networks and computers are protected with endless firewalls and passwords and when employees begin a new role there will be a warning against sharing confidential information to unauthorised people.
But, there is one member of the team who we all rely on, the team member we never think of until we need them, the team member that is ordered to the far flung corner of the office as soon as it arrives on day one who could be responsible for some major information leakages if given the chance. The workhorse that is the photocopier is now a possible source of information leakage and many business owners are still unaware.
Many of the modern photocopiers all contain Hard Drives, similar to the ones in your computer. These drives are storing the information that you send to the photocopier and if you aren’t careful this information can be accessed much like a discarded Hard Drive.
So what can you do to protect yourself and any important information from being seen by external parties, including your competitors?
Here are three great protection methods that you should consider –
When data is sent to the photocopier it will come in an encrypted format, adding an extra level of protection. Once the information has been copied or printed the data remains encrypted so that when you decide to get rid of the photocopier no other person will find your sensitive information.
Network Authentication and Authorization
This is another good form of protection for your documents. You can restrict access to the hard drive of your copier by only allowing access to people with a special code or a pass that they swipe before accessing their documentation.
Hard Drive Removal
Before replacing or removing your photocopier you can get organisations to come in and securely destroy the contents of your photocopier’s hard drive. You can then be safe in the knowledge that nobody else will have access to your sensitive information.