5 easy steps for keeping your office photocopier secure
Following on from recent updates to data protection laws, such as GDPR back in May, many of our customers have approached asking about the subject of security for their photocopiers. With the smart solutions which Print Logic implement into existing systems, it’s important to know how secure all your office devices are.
Updating your smartphone and computer to the latest software version is something we all do on a regular basis, but despite the fact that they are one of the most technically advanced devices in your office, the photocopier is often ignored. Print Logic, Managed Print Leaders in the Northwest and Birmingham, proactively take steps to make sure that all of our customer’s machines are as secure and up to date as possible.
If your print supplier does not take steps like this, here are some quick fixes you can use to keep your photocopier secure.
Change your photocopier’s default password. Every copier will have a standard administrator password required to access it’s system settings. As these are very basic, it’s good to change them to something more complex and secure. Ask your managed print provider to change this for you, and keep a note of your new password for future use.
Update the Firmware
Like your smartphone or computer, your photocopier should be updated regularly. Ask your I.T. department (or better yet, your managed print provider), to help install the latest firmware onto your copier. This updates the security, as well as fixing other problems or bugs which might be present on the current firmware version.
Tidy up ports and Protocols
Close ports and protocols not being used. This can get a little bit technical, so ask your IT support or managed print provider and see what ports can be closed on your machine.
Tweak the Hard Disk Settings
It’s a little know fact that your copier saves each scan which passes through it, so purging or encrypting the data on it is important. You should set up encryptions and automated or manual wipes of your hard drive, or your managed print supplier can help with this. With the updates to data protection laws and the introduction of GDPR, your printer is an area that can trip you up when it comes to compliance.
Turn off Wi-fi and Bluetooth
Many modern photocopiers now have wireless connections. These can be accessed by anyone with a phone or tablet. Even with encryption it should be fairly easy for someone with a bit of technical know-how to access the machine using Bluetooth or WIFI. Speak to your IT support or managed print supplier to see how they can help with this.
What about my paperwork?
As well as your photocopier, what happens to all of the paper work which is being scanned through it?
If you have sensitive documents being printed in your office, you don’t want them waiting at the printer alone before a user reaches them. Make sure that they’re only seen by the correct staff. Our print experts set up systems which allow administrators to set up logins for their photocopiers, so jobs are only released when a user logs in at the device.
Scan, Store and Shred
Scan in your paperwork and keep them stored digitally. Print Logic’s leading solutions scan, sort and store your documents in under 5 seconds, and makes them completely secure. They’ll then be visible only to the people who need to see them, in a secure location on your system. This is makes things as compliant as possible for GDPR, as a digital record will be stored on exactly where and when the data was imported. An added benefit of this is that the paperwork is no longer required, leaving you free to destroy it using an office shredder, and saving you space on storage.
Need Any Help Keeping Your Office Secure? Contact Us!
Get in touch with one of our print experts for more advice on how you can make your office as secure as possible. You can reach us on 0330 058 3895, email firstname.lastname@example.org, or request a call back.