Whenever we talk to IT leaders, one point always stands clear: strong security tops their priority list. As new threats emerge, IT focuses much of their time and resources on ensuring that they’re properly upgrading their systems, maintaining servers and firewalls, training employees and much more.

Still, it’s surprisingly common for even the most seasoned IT teams to miss one integral item on their security checklists—office printers.

Printers, scanners, and copiers play a critical role in building a powerful data security strategy. By overlooking printer security, you and your client’s precious data can be left highly exposed. 

From scanning and emailing documents to printing paper copies, just consider how often sensitive information is directed to these devices. That’s why it’s crucial that your team members understand proper printer security protocols—and that your IT team is taking every security precaution possible.

Here are three important things to consider when it comes to proper document security:

1. Build a Secure Network

Don’t forget that printers are computers too. So, just like you’d safeguard your desktop or laptop networks, it’s vital for IT teams to do the same for networks connected to printers, scanners, and copies. 

Network security might sound like an obvious task, but it’s a critically important message that’s too often overlooked. By ensuring your entire network is tightly secured, any information shared with any printer or scanning device will stay only with those meant to see it.

2. Secure Your Devices

As hackers constantly find new ways to infiltrate data and steal information, IT teams must actively fight against these evolving threats. 

The best way to counteract these threats is to ensure your security systems and devices are modern and regularly updated. Older machines often lack the proper security measures that typically come standard with newer machines. So, if it’s been a while since you’ve upgraded or updated—it might be time to consider doing so.

Additionally, we recommend locking down all unnecessary ports. Open ports create an easy entry point for data thieves. By minimizing entry points, you’ll significantly boost your system’s level of security.

3. Utilize the Latest Software

Why add steps to your existing security process? Instead, take advantage of the many cutting-edge software solutions created specifically to improve printer security.

Though there are many great tools out there, PaperCut is one of our favorites. PaperCut prohibits documents from being printed unless it’s authorized at the device with a number code or a badge swipe. This eliminates the possibility of abandoned—and potentially sensitive—documents from being left on the output tray. 

By following a smart IT process, relying on top-notch technology and sticking with a few simple steps, protecting document information at your company can be simpler—and more secure—than ever before.

If you’re ready for more tips on printer and document security, the expert team at imageOne can help! Just schedule a free, no-strings-attached 15-minute Discovery Call and we’ll show you the way to a better print environment in no time.

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Andrea Ratajski

About Andrea Ratajski

Andrea Ratajski has been a Managed Print Specialist with imageOne since 1995. She’s passionate about helping her customers streamline and manage their internal printer fleet and transform manual paper-based processes into secure digital workflows. She’s also an avid golfer and mentors young ladies through Vista Maria.

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