GDPR and Your Print Environment

The new European Union General Data Protection Regulations, or the GDPR, is a hot topic of discussion which has been flying around in the media and in workplaces for quite some time now. Let’s take a more in-depth look at it and more specifically, what it might mean for your business and for your print environment.

What do we know about GDPR already?

GDPR has been designed to prevent breaches of security as well as the loss of personal data by any organisations which may hold or process Personally Identifiable Information (PII).

This new legislation will affect all organisations which supply goods or offer services, (including free goods or services) and it also affects organisations which monitor the behaviour of EU citizens.

The fact that the legislation will affect organisations of all sizes could have some pretty big ramifications for small businesses and charitable organisations which simply can’t afford to get hit by big fines; up to €20 million or 4% of annual global turnover depending on which is higher.

The GDPR are going to be a lot stricter than the Data Protection Directive which it will be replacing and with the penalties for breaking the rules predicted to be considerable, the subject is a serious one for all businesses.

The new legislation will come into play on 25th May 2018 and the UK will have to conform to the new rules regardless of Brexit.

How does this affect print environment?

It’s easy to forget just how powerful today’s printers are. Their internal hard disks have the capacity to store vast amounts of information and where information is stored, there’s a potential problem in waiting.

In busy offices, particularly offices which employ a number of part-time staff who might not always communicate well, there’s a lot of risk.

Within many offices, there’s often a tendency for staff to scan or print documents from mobile devices or computers and then move to the next task without even considering the fact that sensitive information has just been passed from device to device and is now stored in at least two areas…and that’s not even taking into account abandoned print jobs with hard-copies potentially left lying around.

This must change. Any organisation today which wants to keep their client data safe and stay on the right side of the GDPR, needs to take a close look at both the habits of their staff and at their equipment.

Losing data which contains client’s financial details, personal details or any private business information such as NDA’s or contracts, could have very serious consequences.

What can you do?

In the immediate, you can educate your staff about the implications of the GDPR and fully explain what it means for your business. This is best approached through both printed information and via discussion. Offering your staff the opportunity to ask questions will ensure that any changes you need to make are fully understood.

It’s wise to wipe the hard drives of any of your current printers or copiers, so that confidential information is eliminated. A managed print system would help improve your information security, whilst simultaneously saving time and reducing damage to the environment.

Instigating change is something which may take a little time as new programmes are installed or new devices built in which will help to lock-down all of the data which passes through your business.

Change is coming; don’t be left on the wrong side of the law as far as data protection is concerned!

GDPR Compliancy Essential for a Children’s Nursery

Compliance to GDPR is important for every business, but when there is a need to safeguard children, the need to protect data is of paramount importance.

The Nursery’s issues

When our Account manager visited the nursery, Mode was shocked to discover that the equipment they currently had was so old and outdated and therefore definitely not GDPR compliant, but that also their current suppliers had refused to continue to service the machines as they were too old! We were astounded by this lack of professionalism from a business in our industry and that the current supplier had been lacking in being able to offer the nursery new more modern equipment!

Mode’s Solution

The proposed solution included Mode Managed Print Suite which will prevent confidential or sensitive data from being left at the device. In addition to this, the Xerox device suggested is configured with an encrypted hard drive to prevent any malicious attempts at data recovery from the machine.

So, in the first instance we ensured that this nursery data was protected as well as GDPR Compliant, but we also provided them with features that included scanning to Google Drive, one drive, drop box as well as Office 365 but that the equipment was on an encrypted network for added security as well we are having exceptional Xerox print quality.

Why not speak to Mode today to see if we can help provide you with GDPR compliant print solutions.

With GDPR law in the next few days, how do you know your photocopier is secure?

GDPR launches in a few days on May 25th, making us all accountable as businesses, how we handle data and protect that data. Protecting your client’s sensitive information is not something that can be ignored, nor can any data breaches as the new law rightfully protects every individual’s information.

There have been so many stories in the press regarding data breaches, making us all more aware of the need to protect laptops, PC’s and any mobile devices. However, have you ever considered that your photocopier may not be secure?

Most photocopiers now, especially as they are digital, contain a hard drive which means that whenever you scan, copy or email, that hard drive contains an image of what function you have performed. These hard drives are an essential part of modern photocopiers as they are necessary to help process large amounts of data.

Therefore, protecting that hard drive is imperative as should the unfortunate event happen where your business is hacked, then that information stored on your device could be accessed either via WIFI or once the machine has been removed from your premises.

You may think that you don’t use your photocopier very often, however, many institutions do hold your data on behalf of you or your business, or you may only scan to email. Either way, your business must implement steps to ensure the prospect of a breach occurring is minimal, and under GDPR you must be able to show the ICO (Information Commissioners Office), that you have endeavoured to do all you can to protect that data, even if a breach has occurred.

What happens if you lease your photocopiers?

As photocopiers are so transient, it is this that makes their hard drives such a security issue. Nowadays, to ensure your business has the most efficient and modern equipment, along with well serviced devices, they are often leased. Therefore, it is exceedingly important that you are aware of what procedures occur from your supplier when the machine is returned to them. You must ask this question!

At Mode, if we collect your device because of an upgrade to your equipment, we ensure that all data is wiped, so that any confidential information contained on that hard drive is eliminated.

Follow Mode’s advice as to how to protect your data on your photocopier:

  • Ensure data encryption is enabled: Most devices have this capability, but you must ensure that it is turned on. On installation day, you could ensure the engineers from your service provider have enabled this function.
  • Limit users access: You can ensure that you implement a policy that means employees can not reprint documents unless they have permission to do so. Mode would suggest a “Follow me Print” device installed so that print jobs are only released once the employee has arrived at the device and releases the print job via a code.
  • Enforce housekeeping! How about ensuring there is a policy in place that ensures that data is regularly deleted off the hard drive of the photocopiers. If you have an IT team internally then engage them to implement rules or speak to your service provider. At Mode our expert team of IT engineers would be able to assist you with this as part of our preventative maintenance.
  • Once you upgrade: Be aware of how the data is being deleted. Speak to your service provider about what the exact process is to remove the data.
  • Monitor and Audit: If you deal in highly sensitive information, then it is imperative that you review who has printed what.

Speak to Mode today about how our devices are protected for GDPR compliance.

How to Choose the Right Print Management Company

When you’re faced with a variety of print management services and you’re unsure which one to choose, there are several questions you should ask yourself. Most importantly, “will this company save my business time and money?” and “can they offer my business on-going support?” Read on to find out some of the other important things you should consider to ensure you don’t regret your decision.

 

What Are Your Requirements?

 

Before you can choose an appropriate print management company, it’s wise to outline the services you actually need. Do you want to outsource all of your collateral or stick to one particular area of print, for example? Once you have a list of requirements, then you will be able to search for the solutions.

 

Is The Company Well Experienced?

 

The right print management company will have a team of experienced and skilled staff behind them. As a result, they will be able to offer you wide-ranging expertise. At Mode, for example, we have over two decades of experience in providing bespoke print solutions.

 

Is The Company Innovative?

 

Make sure you choose a company that can offer your business original and innovative solutions, to push you ahead of your competitors and help you stand out. It’s important that your print management partner can adjust to your business environment.

 

What Are the Company’s Response Times?

 

When working with a company, it’s important to know that they will be at the other end of the phone if you need their support. Our response times at Mode are the best in the industry and we are proud to be able to help our customers whenever they need us.

 

Are The Printers Energy Efficient?

 

Energy efficiency is an important factor if you want to get the most for your money. At Mode, all of our products are energy efficient and, as a result, you will notice a reduction in your overall running costs. What’s more, we only partner with manufacturers who have superb environmental credentials, which is great for your carbon footprint.

 

If you make your decision on price alone, it is unlikely that you will be fully satisfied with every aspect of the service you receive. Please feel free to contact us if you require any more information or have any questions – we’d love to hear from you!

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