{"id":667,"date":"2021-07-19T20:36:17","date_gmt":"2021-07-19T20:36:17","guid":{"rendered":"https:\/\/www.imageoneway.com\/blog\/5-ways-to-secure-print-and-digital-documents-for-your-remote-or-hybrid-company"},"modified":"2023-12-20T19:46:27","modified_gmt":"2023-12-20T19:46:27","slug":"5-ways-to-secure-print-and-digital-documents-for-your-remote-or-hybrid-company","status":"publish","type":"post","link":"https:\/\/www.imageoneway.com\/blog\/5-ways-to-secure-print-and-digital-documents-for-your-remote-or-hybrid-company","title":{"rendered":"5 Ways to Secure Print and Digital Documents for Your Remote or Hybrid Company"},"content":{"rendered":"<p><span style=\"color: #666666;\">The WFH life has forever changed the office security game. Whether you run a hybrid workplace or your team solely works from home, securing a business gets complicated once people leave with their laptops\u2014and private company information.<\/span><\/p>\n<p><span style=\"color: #666666;\">It\u2019s simply harder to control and monitor data and devices spread across far distances. A scattered workforce can make data breach prevention training and proper security protocol enforcement difficult. Portable devices also necessitate new technologies and software for solid protection.<\/span><\/p>\n<p><span style=\"color: #666666;\">Too often, these hurdles cause organizations to put strengthening print, document, and data security on the back burner\u2014and hackers couldn\u2019t be happier.<\/span><\/p>\n<p><span style=\"color: #666666;\">How happy? In 2020, the cybersecurity experts at<\/span> <a href=\"https:\/\/cybernews.com\/security\/we-hacked-28000-unsecured-printers-to-raise-awareness-of-printer-security-issues\/\">CyberNews conducted an ethical hack<\/a><span style=\"color: #666666;\">\u2014and they <strong>successfully hijacked 56% of the printers<\/strong> they attempted to break into! Thankfully, CyberNews only wanted to demonstrate the prevalence of print security vulnerabilities, but cybercriminals are already well aware.<\/span><\/p>\n<p><span style=\"color: #666666;\">From the highly publicized Colonial Pipeline incident to Microsoft urging users to update their PCs after the<\/span> <a href=\"https:\/\/www.newsweek.com\/microsofts-printnightmare-just-latest-tech-security-issue-2021here-are-others-1607726\">PrintNightmare security breach<\/a><span style=\"color: #666666;\">, it\u2019s clear that any company is at risk of a cyberattack. Remote teams create extra hurdles, and that makes strengthening your strategy more essential than ever.<\/span><\/p>\n<p><span style=\"color: #666666;\">Here are five fantastic ways that your IT department can better secure documents from a data breach with a remote or hybrid team:<\/span><\/p>\n<p><!--more--><\/p>\n<h2><span style=\"font-size: 30px; color: #f27d00;\"><strong>Use Secure Remote Print Security Software <\/strong><\/span><\/h2>\n<p><strong><span style=\"font-size: 14px;\">\u00a0<\/span><\/strong><\/p>\n<p><span style=\"font-size: 16px;\"><span style=\"color: #666666;\">Many excellent programs for printer and document security are currently on the market. However, two favorites that offer an edge to remote employees are<\/span> <a href=\"https:\/\/www.printerlogic.com\/\">PrinterLogic<\/a> <span style=\"color: #666666;\">and <a href=\"https:\/\/www.papercut.com\/\">PaperCut<\/a>:<\/span><\/span><\/p>\n<ul>\n<li><span style=\"font-size: 18px;\"><strong><span style=\"color: #554d49;\">PrinterLogic<\/span><br \/>\n<\/strong><\/span><span style=\"color: #666666;\">Want to eliminate clunky and penetrable print servers for good? Look no further than <\/span><span style=\"font-size: 16px;\"><a style=\"background-color: transparent;\" href=\"http:\/\/www.www.imageoneway.com\/blog\/eliminate-print-servers-and-go-cloud-based-with-printerlogic\">PrinterLogic<\/a><span style=\"background-color: transparent; color: #666666;\">? With a powerful, cloud-based SaaS platform, PrinterLogic offers companies exceptional security by entirely bypassing the physical print server (a favorite target for hackers).<\/span><\/span><\/p>\n<p><span style=\"color: #666666;\">PrinterLogic\u2019s mobile printing feature also makes the program especially beneficial for flexible and WFH teams. Just download PrinterLogic\u2019s Print Release App. Users can securely print documents on their work printers with the tap of a finger.<\/span><\/li>\n<li><span style=\"font-size: 18px;\"><strong><span style=\"color: #554d49;\">PaperCut<\/span><br \/>\n<\/strong><\/span><\/p>\n<p style=\"font-size: 16px;\"><span style=\"color: #666666;\">Easily one of our most recommended programs, PaperCut <span style=\"background-color: transparent;\">offers hundreds of capabilities from cutting paper waste to<\/span> <\/span><a style=\"background-color: transparent; font-size: 17px;\" href=\"https:\/\/www.www.imageoneway.com\/blog\/what-is-papercut\">saving on print costs<\/a><span style=\"color: #666666;\"><span style=\"background-color: transparent;\">. It also excels in making businesses safe and secure from cyberattacks.<\/span><\/span><\/p>\n<p style=\"font-size: 16px;\"><span style=\"color: #666666;\">PaperCut also offers a secure remote print system by way of a VPN system. The pull or secure print functionality\u2014which only allows specific users to release a job\u2014can further ensure that the correct person retrieves the document.<\/span><\/p>\n<p><span style=\"background-color: transparent; color: #666666;\">With extensive analytics and monitoring features, managers and IT leaders can also keep a close eye on every print job that comes through. If a job looks fishy, they can quickly investigate and put a stop to anything malicious.<\/span><\/li>\n<\/ul>\n<h2 style=\"font-size: 30px;\"><span style=\"color: #f27d00;\"><strong>Update Your Security Firmware &amp; Software<\/strong><\/span><\/h2>\n<p><span style=\"color: #666666;\">By immediately updating all programs when an update is released, you\u2019ll significantly strengthen your network security and prevent cyberattacks or malware. <\/span><\/p>\n<p><span style=\"color: #666666;\">Updates are essential for just about anything that\u2019s <em>ever<\/em> connected to your company\u2019s networks including printers, multi-function devices, software, firmware, and any desktop computer, laptop, tablet, or mobile device. Still, we find that many employees and even IT departments neglect to prioritize the task. <\/span><\/p>\n<p><span style=\"color: #666666;\">But why are computer updates crucial for a secure workplace?<\/span><\/p>\n<p><a href=\"https:\/\/www.www.imageoneway.com\/5-point-printer-security-checklist\" rel=\"noopener\"><img decoding=\"async\" style=\"width: 445px; margin-left: auto; margin-right: auto; display: block;\" src=\"https:\/\/f.hubspotusercontent00.net\/hubfs\/1983701\/Security%20Checklist%20Graphic-01.png\" alt=\"Print Security Checklist \" width=\"445\" \/><\/a><\/p>\n<p><span style=\"color: #666666;\">Hackers LOVE finding new vulnerabilities that will allow access to your office\u2019s printers. Remote teams offer more opportunities and avenues for them to do just that. To combat this, product manufacturers track down those vulnerabilities and design patches to mend those network vulnerabilities.<\/span><\/p>\n<p><span style=\"color: #666666;\">However, the <em>only<\/em> way to get any new patch is by updating the new versions as soon as it\u2019s recommended. You might think that putting it off a day couldn\u2019t hurt\u2014but it takes far less time than that for a hacker to wreak havoc on your business.<\/span><\/p>\n<h2><span style=\"font-size: 30px;\"><strong style=\"background-color: transparent;\"><span style=\"color: #f27d00;\">Safely Share Documents While Working from Home<\/span><\/strong><\/span><\/h2>\n<p><span style=\"font-size: 16px; color: #666666;\">Before a team member begins working remotely, make sure they\u2019re fully educated on the dangers of sharing sensitive information between home and the office or to other remote co-workers. <\/span><\/p>\n<p><span style=\"font-size: 16px; color: #666666;\">Ideally, IT has already <\/span><a href=\"https:\/\/us.norton.com\/internetsecurity-iot-keep-your-home-wifi-safe.html\">set up a secure home office environment<\/a><span style=\"font-size: 16px; color: #666666;\">. But most of that security won\u2019t follow them to coffee shops, friend\u2019s homes, hotel rooms, or other places with public or accessible WiFi.\u00a0 Remote workers must know to never send confidential information via unsecured WiFi connections like these.<\/span><\/p>\n<p><span style=\"font-size: 16px; color: #666666;\">Data security can also be enhanced by integrating tools and programs designed for safe file sharing. Two of our favorite safeguards are router encryption services and secure file-sharing programs\u2014both of which are easy to use and install.<\/span><\/p>\n<ul>\n<li><span style=\"font-size: 18px;\"><strong><span style=\"color: #554d49;\">Router and Data Encryption<\/span><br \/>\n<\/strong><\/span><span style=\"color: #666666;\">By encrypting your router, any digital data sent through a network will automatically be scrambled while in transit from the sender to the recipient. That way, if a hacker tries to steal data in transit, all they\u2019ll see is a coded mess. Once the correct recipient receives it, the data will be restored to its readable form.<\/span><\/li>\n<li><span style=\"font-size: 18px;\"><span style=\"font-size: 18px;\"><strong><span style=\"color: #554d49;\">Password Protection and Secure File Transfers<\/span><\/strong><\/span><\/span>\n<p><span style=\"color: #666666;\">Always exchange sensitive files via secure,<\/span> <a style=\"background-color: transparent;\" href=\"https:\/\/www.www.imageoneway.com\/blog\/why-should-my-company-get-a-document-management-system\">cloud-based document management systems<\/a><span style=\"color: #666666;\"><span style=\"color: #666666;\"><span style=\"background-color: transparent;\"> like Laserfiche, Microsoft OneDrive, Adobe Acrobat, or Dropbox. Some programs are more robust than others, but all add a significant extra security level while transferring files.<\/span><\/span><\/span><\/p>\n<p><span style=\"color: #666666;\">They also include password-protection options for digital files which should always be used for confidential information.<\/span><\/li>\n<\/ul>\n<h2 style=\"font-size: 30px;\"><span style=\"color: #f27d00;\"><strong>Teach Proper Training &amp; Protocols<\/strong><\/span><\/h2>\n<p><span style=\"color: #666666;\">With modern security technology, we\u2019d like to think we can set it and forget it. However, people are the actual key to a secure workplace. <\/span><\/p>\n<p><span style=\"color: #666666;\">It\u2019s essential to effectively <em>and consistently <\/em>train your team on<\/span> <a href=\"https:\/\/www.www.imageoneway.com\/blog\/print-security-part-3-5-things-you-can-do-today-to-increase-it-security\">current office security practices<\/a><span style=\"color: #666666;\">. That means doing more than giving them a packet during onboarding and hoping for the best.<br \/>\n<\/span><br \/>\n<span style=\"color: #666666;\">Not only does<\/span> <a href=\"https:\/\/www.www.imageoneway.com\/blog\/if-youre-wondering-how-to-secure-print-heres-where-you-should-start\">proper print security<\/a><span style=\"color: #666666;\"> change at lightning speed. Humans are, well, human. Even the most tech-savvy employees require refreshers. For something as serious as data security, relying on people to retain training from when they were first hired isn\u2019t enough.<\/span><\/p>\n<p><span style=\"color: #666666;\">Online office data security training programs are increasingly popular amongst remote, hybrid, and even 100% in-office teams. Services like<\/span> <a href=\"https:\/\/www.knowbe4.com\/\">KnowBe4<\/a><span style=\"color: #666666;\"> and<\/span> <a href=\"https:\/\/www.cfisa.com\/\">CFISA<\/a><span style=\"color: #666666;\"> offer comprehensive, fully online programs that are regularly updated, self-paced, and assigned to team members on an ongoing basis. We love this growing trend as in-house training is time-consuming and requires extra work for the already busy IT teams.<\/span><\/p>\n<h2><strong><span style=\"font-size: 14px;\"><span style=\"font-size: 30px; color: #f27d00;\">Create A WFH Security Best Practices Guide<\/span><\/span><\/strong><\/h2>\n<p><span style=\"color: #666666;\">Lastly, we strongly recommend that all<\/span> <a href=\"https:\/\/www.www.imageoneway.com\/document-security-overview\">document security protocols<\/a><span style=\"color: #666666;\"> and best practices are compiled into a comprehensive PDF that remote team members can easily access.<\/span><\/p>\n<p><span style=\"color: #666666;\">That way, employees won\u2019t be tempted to go with their gut when making the right security decision. Instead, they can simply pull up their guide and find out exactly how to securely print or send a document using your IT department\u2019s specific recommendations.<\/span><\/p>\n<p><span style=\"color: #666666;\"><img decoding=\"async\" style=\"width: 454px; margin-left: auto; margin-right: auto; display: block;\" src=\"https:\/\/f.hubspotusercontent00.net\/hubfs\/1983701\/Images\/mistakes%20with%20printers.png\" alt=\"mistakes with printers\" width=\"454\" \/><\/span><\/p>\n<p><span style=\"color: #666666;\">Though a Security Best Practices Guide is a great tool for any team, remote or not, it\u2019s vital for employees spread across time zones. That way, if the help desk or IT isn\u2019t available, nobody will have to guess when making the right security decision. It\u2019s a win-win as team members feel empowered while IT deals with fewer tasks on their plate.<\/span><\/p>\n<p><span style=\"color: #666666;\">These tips and tricks for remote employees are great places to start the implementation of a robust company-wide security strategy. Read our blog,<\/span> <a href=\"https:\/\/www.www.imageoneway.com\/blog\/print-security-part-3-5-things-you-can-do-today-to-increase-it-security\">5 Easy Ways to Increase IT Security At Your Office Today<\/a><span style=\"color: #666666;\"> for more secure workplace insights.<\/span><\/p>\n<p><span style=\"color: #666666; background-color: transparent;\">Our expert team would also love to support your business in building a powerful and secure print environment. Let\u2019s schedule a 15-minute call today to see if a no-cost print security assessment is right for you. We&#8217;ll even send you a $25 Amazon card just for chatting.<\/span><\/p>\n<p><em><span style=\"font-size: 14px;\"><span style=\"color: #666666;\">The WFH life has forever changed the office security game<\/span>. <\/span><\/em><em><span style=\"color: #7d8693;\">Connect with me on <\/span><\/em><a style=\"color: #ea7e2d;\" href=\"http:\/\/www.twitter.com\/RobDDube\"><em>Twitter<\/em><\/a><em><span style=\"color: #7d8693;\"> and<\/span><\/em><a style=\"color: #ea7e2d;\" href=\"https:\/\/www.linkedin.com\/in\/robdube\/\"><em> LinkedIn<\/em><\/a><em><span style=\"color: #7d8693;\"> and keep up with my company<\/span><\/em><a style=\"color: #ea7e2d;\" href=\"https:\/\/www.www.imageoneway.com\/\"><em> imageOne<\/em><\/a><em><span style=\"color: #7d8693;\">. Check out my<\/span><\/em><a style=\"color: #ea7e2d;\" href=\"http:\/\/www.donothingbook.com\/\"> <em><span style=\"color: #1155cc; text-decoration: underline;\">website<\/span><\/em><\/a><em><span style=\"color: #7d8693;\"> or some of my other work<\/span><\/em><a style=\"color: #ea7e2d;\" href=\"https:\/\/www.amazon.com\/donothing-rewarding-leadership-challenge-youll-ebook\/dp\/B079SWHVHM\"> <em><span style=\"color: #1155cc; text-decoration: underline;\">here<\/span><\/em><\/a><em><span style=\"color: #7d8693;\">.<\/span><\/em><\/p>\n","protected":false},"excerpt":{"rendered":"<p>The WFH life has forever changed the office security game. Whether you run a hybrid workplace or your team solely works from home, securing a business gets complicated once people leave with their laptops\u2014and private company information.<\/p>\n","protected":false},"author":7,"featured_media":668,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"content-type":"","footnotes":""},"categories":[1],"tags":[37,19,30,24,28,33,32,46,20,21],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v22.3 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>5 Ways to Secure Print and Digital Documents for Your Remote or Hybrid Company - imageOne<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.imageoneway.com\/blog\/5-ways-to-secure-print-and-digital-documents-for-your-remote-or-hybrid-company\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"5 Ways to Secure Print and Digital Documents for Your Remote or Hybrid Company - imageOne\" \/>\n<meta property=\"og:description\" content=\"The WFH life has forever changed the office security game. Whether you run a hybrid workplace or your team solely works from home, securing a business gets complicated once people leave with their laptops\u2014and private company information.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.imageoneway.com\/blog\/5-ways-to-secure-print-and-digital-documents-for-your-remote-or-hybrid-company\" \/>\n<meta property=\"og:site_name\" content=\"imageOne\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/theimageoneway\/\" \/>\n<meta property=\"article:published_time\" content=\"2021-07-19T20:36:17+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2023-12-20T19:46:27+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.imageoneway.com\/wp-content\/uploads\/work_from_home_security_guide.png\" \/>\n\t<meta property=\"og:image:width\" content=\"1200\" \/>\n\t<meta property=\"og:image:height\" content=\"350\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/png\" \/>\n<meta name=\"author\" content=\"image One\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:creator\" content=\"@ImageOneWay\" \/>\n<meta name=\"twitter:site\" content=\"@ImageOneWay\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"image One\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"7 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\/\/www.imageoneway.com\/blog\/5-ways-to-secure-print-and-digital-documents-for-your-remote-or-hybrid-company#article\",\"isPartOf\":{\"@id\":\"https:\/\/www.imageoneway.com\/blog\/5-ways-to-secure-print-and-digital-documents-for-your-remote-or-hybrid-company\"},\"author\":{\"name\":\"image One\",\"@id\":\"https:\/\/www.imageoneway.com\/#\/schema\/person\/d2fa2dea8b33e51483a67bb37f66c4dd\"},\"headline\":\"5 Ways to Secure Print and Digital Documents for Your Remote or Hybrid Company\",\"datePublished\":\"2021-07-19T20:36:17+00:00\",\"dateModified\":\"2023-12-20T19:46:27+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\/\/www.imageoneway.com\/blog\/5-ways-to-secure-print-and-digital-documents-for-your-remote-or-hybrid-company\"},\"wordCount\":1301,\"commentCount\":0,\"publisher\":{\"@id\":\"https:\/\/www.imageoneway.com\/#organization\"},\"image\":{\"@id\":\"https:\/\/www.imageoneway.com\/blog\/5-ways-to-secure-print-and-digital-documents-for-your-remote-or-hybrid-company#primaryimage\"},\"thumbnailUrl\":\"https:\/\/www.imageoneway.com\/wp-content\/uploads\/work_from_home_security_guide.png\",\"keywords\":[\"Data Breach\",\"Data Security\",\"Document Automation\",\"Document Security\",\"IT Efficiency\",\"IT Strategy\",\"PaperCut\",\"Print Management Software\",\"Print Security\",\"Print Software\"],\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"CommentAction\",\"name\":\"Comment\",\"target\":[\"https:\/\/www.imageoneway.com\/blog\/5-ways-to-secure-print-and-digital-documents-for-your-remote-or-hybrid-company#respond\"]}]},{\"@type\":\"WebPage\",\"@id\":\"https:\/\/www.imageoneway.com\/blog\/5-ways-to-secure-print-and-digital-documents-for-your-remote-or-hybrid-company\",\"url\":\"https:\/\/www.imageoneway.com\/blog\/5-ways-to-secure-print-and-digital-documents-for-your-remote-or-hybrid-company\",\"name\":\"5 Ways to Secure Print and Digital Documents for Your Remote or Hybrid Company - 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