Even the smallest businesses are starting to realize document security matters.  While most stories about security breaches focus on secret government attacks and evil cyber villains, the most common threats are a lot less exciting.

In practice, there are some annoyingly easy ways to lose sensitive files.

1. Leaving them in the printer tray.

You know that stack of documents lying on your printer? That’s wasteful, but it’s a threat too. In that stack might be someone’s pay review, your customers’ data, or your company’s financial plans and roadmap.

There is an easy fix for this by using the Secure Print feature on the print driver of your Multi-Functional Copier/Printer.

2. Sending files without password-protecting them.

You need to scan a confidential file and send it to your colleague John. You’re in a hurry. So, you scan the document really quick and mail it to John – the wrong John. Oops.

Insure that you set a password on the file when you initiate the scan on your Multi-Functional Copier.  You can send the password in a separate email and insure that only the intended recipient can open the file.

3. Saving the sensitive files in an unsafe folder.

When someone needs to scan a document and then save it to the cloud, they usually need to save that scanned file somewhere local first.  It might be their desktop or some local folder. But if they forget to delete that file after copying it to a shared Dropbox or Google Drive or wherever, you’ve got a problem.

Check to see if your Multi-Functional Copier can scan directly to your cloud drive.  Scanning directly to your cloud drive eliminated the need to store the file in an unsecured folder.  Or you can set a password on the file when you initiate the scan on your Multi-Functional Copier.  This will insure that even if the file is stored in an unsecured folder the information is safe should the file be compromised.

4. Getting someone else to print for you.

Sometimes remote workers need something printed before they come in. A common way around this is to ask someone else to print the file for them.  But if they save that sensitive file in an unsafe place, you might be in trouble.

Using the remote printing feature on the Multi-Functional Copier/Printer will insure the file is safely stored in the cloud and password protected until you retrieve it and not have to send the file to a colleague.

5. Leaving the data on the printer’s hard drive.

You probably don’t think of your printer as a computer. But the smartest printers have hard drives and they’re central to the way information flows through your company.  

Make sure your printer automatically overwrites its own hard drive for you. More important, make sure the printer’s disk is encrypted.

No business wants to lose its sensitive information. But you really don’t want to lose that information because of a simple, avoidable mistake.

Information courtesy of The Competitive Edge Office Systems and Xerox.