What Data Is Stored On Your Copier Hard Drive?

People often think of their computers, phones, and tablets when considering where their data is stored.  So much of our daily work relies heavily on our ability to stay connected, and this is especially true when it comes to running your business networks and utilizing office technology like copiers and printers.  While these tools can help you work more efficiently, increase productivity and reduce business costs, they can also be a huge source of data breaches.  Did you know your copier's hard drive stores a ton of sensitive company information?

Just as with any connected device, copiers can pose a data security risk if proper security measures are not in place.  Copiers can store specific amounts of data on their internal hard drives, and those drives need to stay secure when connected to a network.  Here are some copier and MFP security considerations every organization should know:

Copier and MFP Hard Drives

Nearly all of today's copiers and MFPs run just like computers and mobile devices.  They have systems, touchscreens and functional outputs.  The hard drive in your copier stores data about the incoming and outgoing documents that it prints, faxes, copies and scans.  This internal storage enables copiers to process large jobs and store documents for convenience and security purposes.

Types of Printer and Network Security

Due to the sensitive nature of the information collected and stored by your copier, it is essential to implement both internal and external copier security measures to safeguard your data.

User Authentication

For most businesses, it's a good idea to implement user authentication protocols that allow you to monitor user activity through your copiers.  With anonymous usage comes unauthorized external access and abuse of the copier.  Without user authentication software, tracking the source of a data breach can be very difficult.

Data Encryption and Overwrite

At any given time, large amounts of data are regularly communicated through copiers.  Encrypting all data connections to and from your copier can help protect sensitive information.  Both Sharp and Canon copiers offer built-in data security features, including data overwrite and hard drive encryption.  For even more security, optional security accessories are available to handle manual data overwrite and more network security features.  These features minimize any potential data leaks from your copier.

Key Things to Keep Your Copier Data Protected

Staff Education

Whether you buy a new copier or lease one, all your employees should be trained on security best practices when using copiers.  Create a documented copier policy and distribute it to all employees on a regular basis. Provide this policy to all new employees upon their start date.  Make sure to review the policy periodically with employees to keep them informed about the risks.

Managed Company Access

Best practice dictates that restricting sensitive data whenever possible, both internally and externally, helps to protect from data breaches.  By creating system protocols and utilizing managed print servers, you can help control access to your copier at all times.  This ensures that employees cannot access or reprint any sensitive information that should be restricted.

Proper Removal of Copiers

When the time arrives for your business to acquire new equipment or trade in old models for new ones, it is vitally important to ensure that your device is completely reformatted and all information is completely erased.  This includes both internal hardware storage and any onboard memory that can store company contact information, staff email and other user credentials.  Sharp provides a standard end-of-lease feature that ensures that all data is erased before returning or relinquishing control of the copier.

Today's copiers are advanced computing devices that can store large amounts of company data at any time.  As computers, servers and mobile devices become more secure through more stringent standards, hackers will turn to unprotected network devices such as copiers and MFPs.  Make sure you are utilizing all available security features on your copier to create a secure business protected from security threats.

Fraser can help you with securing your copier fleet.  Contact us today to learn more!