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.