5 ways to make your print & copy network more secure

Posted In Weaver Bomfords Blog   |   2nd March 2018

Responsible for GDPR? Have you thought about how printed and scanned data will be handled?

As print and copy experts we offer free and friendly advice on the best ways to get control of your print network. Here are five simple ways to make things more secure.

1. Disable the USB Port

Although it’s common for USB ports to be disabled on PCs both to prevent the introduction of malicious software and the unauthorised copying of data, have you thought about the one on your MFP? USB ports on MFPs provide walk up options to print directly from the stick or scan potentially sensitive data to removable memory. Administrators can disable USB ports from the web interface of the device – scanning printing or both can be turned off depending on your requirements.

2. Control Scanning

Scanning is often overlooked from a security aspect. Thought should be given to how you scan and to where. Only allowing scanning to local email addresses is one step, scanning to folder is another. This can be configured so that only those with the appropriate permissions can access the data once scanned. All scanned documents can be created as encrypted PDFs, further increasing document security.

3. Make the device secure

Often the Administrator password on an MFP is left as the default. It is worth considering making this password more secure to prevent unauthorised access; however care should be exercised as if this password is lost or forgotten it can be costly to unlock the device. Network access to the device can be controlled by the Administrator, the device can also be set to encrypt the hard drive and overwrite memory once jobs have been processed. All these settings are sophisticated and should only be changed with great care as they can affect the performance of your MFP.

4. Keep printed pages safe

Although much of the focus is on online data, in fact printed data also presents a security risk. Often printing can be left uncollected or is inappropriately disposed of, leaving personal or commercially sensitive information exposed. There are a number of ways in which users can authenticate at the device so that printing is only released when someone is there to collect it. There is also the option to delete jobs sent in error before they are printed, both reducing waste and the likelihood of printed data ending up in the wastebin. We can help you choose which option is right for you and your business.

5. Move away from network printers

Not only are they costly to run, network printers are difficult to secure, other than keeping them locked in an office. It’s also difficult to monitor user output and to control how the output is secured.

Find out more about making your print network compliant by taking advantage of our free security audit. Contact us on 03456 123858 for more information or get in touch with one of our experts

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