Common Document Security Mistakes

1 – Leaving them in the paper tray

Leaving documents unattended or uncollected in the printer leaves them open for anyone else to take them instead. Make sure that you collect the documents as soon as you’ve sent them to be printer. A more efficient and secure solution would be to use ‘print release’, a clever piece of software which lets you log in quickly when you reach the printer so you’re able to ‘release’ your print job’s and collect them all at once.

2 – Sending files without password protecting them

Using encryption software means that you can send files securely by adding a password onto them. Leaving them open without a password means that they’re accessible by anyone. Make sure that all sensitive files are protected.

3 – Placing files at risk with an insecure printer

Sending files to a device which has an open hard drive accessible by anyone isn’t advisable. The best practice approach is to use a printer with an encrypted hard drive, or one where print release is an option.

4 – Getting someone else to print them for you

If there is sensitive information on the document’s you’re working on, getting someone else to print them for you leaves them open to anything. Even if you trust the person you’re sending them to, their machine might not be as secure as yours is, or it might be used by more than just that one colleague. Make sure that you print everything yourself when dealing with files like these.

5 – Saving sensitive files in an unsafe folder

When storing files onto shared storage drives which can be accessible by anyone in the workplace, it’s important to make sure that any sensitive files are saved in an appropriate, secure location. Restricting access or password protecting these folders will make them significantly more secure.

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