Your copier may seem like the last place you need to worry about security, but it carry’s a lot of risks. The following six tasks are easy ways you can keep your data safe today.
1. Take the Copier Offline
If the copier doesn’t have built-in security features the safest way to use it is with a USB stick. While these require extra work on your part, it ensures that sensitive data can’t be compromised. It’s not the best option, but it’s available if you need.
2. Use SMB
SMB stands for server message block control. All office computers and employee smartphones that are attached to the copier should use SMB.
3. Use a Password
Online copiers need to be password protected. When creating a password use letters, numbers, and symbols. You should also change the password regularly.
4. Keep Firmware Updated
Firmware is permanent software programmed into read-only memory. This permanent software protects against hacking. If the firmware is updated, make sure to update it on your copier. Hackers will have a difficult time getting around firmware.
5. Secure Data As Well As Copiers
Copiers operate like computers in the sense that they house a hard drive. The hard drive holds data from documents that are copied on your device. If a hacker can access your data, having that second layer of protection is imperative. Data encryption jumbles the information so that it is unreadable. You can protect your data by limiting the number of people who have access to the copier password as well. Erase old documents from the hard drive to keep your data secure.
6. Mobile Phones, Tablets, and Laptops
If an employees personal device will have access to the copier you can secure it one of two ways. First, the device should be password protected. Second, the copier should have a separate password for the personal device to access it.
All six of these actions for securing your copier take minimal effort, but produce an immeasurable advantage. To learn more about data security and copiers, contact Yost today!