Your copier is a computer. Yes, there is a hard drive in the machine that stores jobs as they are received and completed. Failing to secure this information can lead to data breaches and broken customer trust. Take these four easy steps to protect your copier today.
1. Install Encryption Software
When you purchase or lease a copier, make it a priority to confirm that the device has encryption software. If the machine does not have this software, it is a necessary purchase. Encryption does not prevent interference but makes the file unreadable should someone try to access your data unwarranted.
2. Conduct Regular Overwrites
With all the tasks your business requires, remembering to keep your copier secure can get shuffled to the back. Set up a reoccurring schedule for hard drive overwrites. An overwrite is a feature that removes data from the copier hard drive making sensitive data impossible to be retrieved.
3. Overwrite Before Service
You should extend the habit of overwriting your copier to individual service calls or any time an outside person will be working with the machine. There is no such thing as being overprotective of your data, and you should observe all precautions. In the situation that you are returning a leased copier or disposing of a machine, overwrite the hard drive even if the dealer told you they would destroy the data.
4. Destruction Confirmation
The last step in protecting data on your copier will only happen when it leaves your possession. You need to request a ‘Certificate of Destruction’ whenever you destroy sensitive information. The certificate is a legal guarantee that the files were in fact wiped clean from the hard drive. As stated previously, there is no such thing as too much protection.
Protecting your copier isn’t difficult, but it does require keeping yourself on a schedule. Always make sure that your copier has encryption software and you conduct an overwrite continuously. To learn more about securing data on your copier, contact us today!