Top 4 Printer Security Risks

“Advanced technology — more document risks.”

Most companies aren’t aware of it, but unsecured documents can put organizations in harm’s way. Sensitive data breaches can damage a reputation, harm customer trust, trigger legal penalties and create huge financial burdens trying to remedy the problem.

Pressure is high — government and other regulatory entities demand that copiers, printers, faxes and other machines be secured. Networked document hubs, while more productive, can risk placing sensitive documents in the wrong hands.

According to Forrester research, 25 percent of breaches occur because of a “malicious insider,” and 36 percent by employee mistakes. Considering the number of human touch points for documents, it’s easy to see why this issue is top of mind with business and other organization leaders.

Where are the hidden risks lurking in your print environment?

1. Unsecured Mobile Printing with Smartphones and Tablets

Mobile printing can fall outside your company’s print security radar. Documents are often released without use of authentication such as a PIN code or Badge authentication

2. Lack of an Audit Trail

Preventing compliance breakdowns can be difficult with no plan to catch patterns of misuse.

3. Cloud Printing Infections

Cloud printing and the increase in Android-based personal devices make it more possible for an attacker to infect mobile devices or attach to cloud printing jobs — potentially simultaneously infecting the entire organization. Equally alarming, Malware apps can even bypass firewalls.

4. Networked Printers — a Security Weak Point

The more technologically advanced printers, scanners and fax machines get the more complicated the security issues. Like computers, they can connect to wireless networks and store data on hard drives — a fact many employees don’t know.

So clearly, unsecured multiple function printing can’t be dismissed — the question is where to turn for solutions. Options are everywhere. What’s the best pick for your organization? Choosing the wrong one can waste time and needed resources.

Here’s the best first step to finding one platform to secure all your print, scan and device management needs.  Choose a company that earns your trust by taking time to study your organization — listens more than they talk and brings you a clear and transparent plan that needs little interpretation to understand. Also, avoid companies that focus on just selling and installing hardware. The best companies understand network security issues and are experienced in installing and supporting document workflow software.

St. Olaf College chose EO Johnson. Here’s their story:

St. Olaf College, located in 50 states and 30 other countries, came to EO Johnson with a problem. They needed their multifunction card system to provide secure easy access to their large 77 multifunction printer/copier fleet.

The system only allowed students a limited number of free copies with their tuition – after that they had to physically go to the IT department and put money into their account before they could do anymore printing.

EO Johnson helped expand St. Olaf’s reader technology into a secure seamless process that:

• Incorporated the fleets printing and copy machines.
• Allowed faculty and staff ability to work off their department copy budgets or personal accounts.
• Reduced copy budget spending.
• Created a print environment that made it easier for people to be honest.

Access problem solved. Security maintained.

Jody Greenslade, Administrative Assistant and Treasurer for St. Olaf, says the card readers are very intuitive and needed few instructions to operate. “And it is so easy – students can go online anytime of the day or night and transfer money into their account. Then, they can make copies at one of the College’s convenient copiers, eat in our cafeterias, or do anything else that accepts our Ole $,” says Greenslade.

EO Johnson provided St. Olaf a comprehensive plan for securing sensitive data that is user friendly while simultaneously protecting their reputation, customers and resources. That’s worth its weight in a good night’s sleep.