Photocopiers & Data Security – Are you aware of the risks?

IT security is a priority for most organisations, but the print environment is one that is often overlooked within a businesses security strategy, yet it is a vital component in keeping data safe.

The weak link in your network infrastructure

A photocopier or Multi-Functional Device (MFD) can be found in almost every office across the country, sitting unassumingly printing, scanning and copying on demand.  This technology can do a lot more than people realise and could be a weak link in your IT infrastructure if measures aren’t taken to properly secure it.

MFDs have a hard drive that stores every print, copy and scan that goes through the device and this information needs to be protected.  Advances in technology have led to MFDs having built-in web servers that enable complex data to be shared across a company network, so confidential documents such as invoices, employee documents or customer information is regularly moving between desktops, mobiles and the printer.  This flow of information if not properly protected can leave your data vulnerable, so it’s important to understand the role MFDs play in the security chain.

High profile data breaches

Almost daily there is news coverage regarding data breaches from high profile brands and companies.  As technology continues to evolve the risks MFDs pose is potentially even greater if the correct security measures are not in place.

Not only is there the damage to a company’s reputation from a potential data breach, other implications can be far reaching and the fines can be significant. If found to be breaching data protection legislation a company could potentially face a fine of up to £500,000 in serious cases and the largest fines issued to date have been as the result of a paper-based breach.

Whether you are a small business with a shared MFD, a large office or multi-site organisation with networked MFDs, it’s vital to minimise the exposure to any potential threats, including malicious attacks and data leakage.

The General Data Protection Regulation (GDPR) deadline is fast approaching

The 25^th May 2018 is fast approaching and the impact of new General Data Protection Legislation (GDPR) will come into force, so it’s imperative that UK businesses prepare now and ensure they are compliant.

Our next blog post will focus on some tips to help ensure you have a robust document security strategy in place and that your office photocopier is no longer the weakest link in your business.

What Next?

To understand if your business is at risk, please contact the IT Document Solutions team to discuss your security options on 0207 101 0096 or email info@itdocumentsolutions.com