8 Steps to Ensure Your Business is Printing Securely

In any business, the need to protect your assets and information is increasingly crucial as criminal hackers become more sophisticated in their approach to either illegally gain information or disrupt your business.

You will need to ensure you print securely if:

  1. You print sensitive documents
  2. There is a need to comply with industry standards
  3. You must/want to protect your IT network from outside threats

Why are printers even considered a threat?

  • MFD’s/Desktop printers all contain hard drives that are necessary in order to queue print jobs-these can be hacked if they are not secure.
  • Printers that are not configured properly can provide access for a hacker
  • Sensitive documents are recoverable from photocopiers

Minimise the security risk

  1. Ensure you have a printer that is right for your business with the necessary security. Home printers have minimal security whereas MFP’s (Multifunctional Printers) have more sophisticated features.
  2. Perform regular software updates. Hackers are becoming increasingly smarter and evolve the way they can access your sensitive information. Hardware manufacturers regularly release security patches to counter these threats, so ensure these are done.
  3. Implement passwords and an Admin account. All employees should have passwords on their IT equipment and there should be an admin account where one person within the business is able to access the server. This way there is traceability of who is accessing the server.
  4. Review the security settings on your printers. All MFP’s should have the capacity to only release print jobs once the author is at the device, and this is only accessed by a code only known to them, or through a personalised ID card.
  5. What is the location of your machine? Ensure that it is situated in a visible position in your office so that it is less easy for people to tamper with the device.
  6. Device encryption. This needs to be implemented on the device. Hard drives store printed documents and this is often forgotten on machines, but a strong encryption will protect your data.
  7. Network encryption. This is totally necessary to protect data as it moves from the computer to the server to the printer. This is particularly important should any of your employees work remotely or print wirelessly. Devices outside your office could connect to your network and read the data you transmit to your printer.
  8. Education in your office. Talk to your employees and ensure that every action they perform is ensuring that they are all printing securely.

For more information on printing securely visit https://www.modeprintsolutions.co.uk/secure-printing/ or call us to speak to one of the team on 0345 223 2203

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