Document Security During the Printing Process

paper left on printer

How confident are you that your company's information is secure? With everyone focused on securing their technology, it's easy to forget about the security issue that's been plaguing businesses for years.

When Paper is a Problem

Even if your organization has switched from paper to electronic document management processes, it's likely that copiers and printers are still in use in every department. For one thing, busy workgroups depend on their multifunction copiers to scan and route incoming information to digital workflows. The security issue comes into play when printed documents contain sensitive information, or when someone doesn't understand the importance of security when using their copiers during the scanning process.

Here's where your copiers are most likely to cause your company a security problem.

  1. Abandoned documents — When employees print confidential documents, how those documents are handled, both during and after the printing process, can cause an otherwise airtight security strategy to break down. In some instances, employees send confidential documents to printers without being physically present at the device. As confidential documents land in print trays, anyone else using the device or just passing by can view them. Pull printing is a solution that requires users to authenticate before releasing documents to print trays and one that your company should implement as soon as possible.

  2. Scanned documents — Do you know how much information is stored on your copier's hard drive? Enable hard drive encryption and destroy or overwrite it when turning in your copiers at the end of a lease agreement.

  3. Print tracking — Some confidential documents shouldn't be printed at all, and certainly not by just anyone. Implement tracking software on all of your copiers to keep tabs on who's printing what.

Your copiers can help keep your documents secure. To find out how, contact us at Advanced Business Methods today!