Copier Data Security

As seen in the Consultant Connection August 2014 Issue
Information from PerryProTech July Newsletter
Does your facility keep sensitive data — Social Security numbers, account numbers, health records, or background checks? If so, then you’ve probably instituted safeguards to protect that information, whether it’s stored in computers or on paper. That’s not only good business, but it’s required by law.
According to the Federal Trade Commission, your information security plans also should cover the digital copiers your company uses. If the data on your copiers gets into the wrong hands, it could lead to fraud and identity theft.
Commercial copiers have come a long way. Today’s generation of networked multifunction devices — known as “digital copiers” — are “smart” machines that are used to copy, print, scan, fax and email documents. Digital copiers require hard disk drives to manage incoming jobs and workloads, and to increase the speed of production. But not every copier on the market is digital: generally, copiers intended for business have hard drives, while copiers intended for personal or home office use do not.
The hard drive in a digital copier stores data about the documents it copies, prints, scans, faxes or emails. If you don’t take steps to protect that data, it can be stolen from the hard drive, either by remote access or by extracting the data once the drive has been removed.
Make sure your facility properly protects and/or disposes of any such information stored on its digital copiers. Just as it would properly dispose of information on paper or stored on computers as well as the way it would protect the confidentiality and integrity of personal or health information it stores on paper or computers.

Back to Articles