More companies than perhaps ever before are facing the challenges (and benefits) of remote work. With everything going on, it can be easy to put data security on the back burner—especially printer security.
However, this year has seen a concerning uptick in data breaches and malicious cybercrime like ransomware attacks, so it can literally pay to be prepared. Let’s go over three important tips that will help keep your data safe whether you’re working at the office or from home:
Tip #1 – Implement Strong Encryption Whenever Possible
Encryption is perhaps the most powerful way to protect your data from unauthorized access. When implemented properly, it poses little to no inconvenience to the end user, but ensures that data remains safe while at rest (e.g., on your printer) or in transit (while being sent to someone else).
Remote workers should always use encryption, especially if they’re working on a laptop or mobile device away from home but not at the office, such as at a hotel or other travel accommodation. In the event that their device is physically stolen or tampered with, the bad actor won’t be able to access their files.
As for your printer, Xerox offers industry-leading encryption protocols. Please see this official Xerox data protection document for technical details.
Tip #2 – Establish Technical Controls For Your Cloud Storage Platforms
Many cloud storage platforms, such as Google Drive, Office 365, or DocuShare Flex from Xerox, offer stringent technical controls that limit the amount of printing and downloading of selected or all documents on the system. This can prevent unnecessary, accidental, or wasteful printing. Digitally, it can prevent unauthorized users (including staff members, say on a different team) from accessing pre-selected files on the platform.
Tip #3 – Make Regular Backups a Requirement
Backups, including backups of the data stored on one or more printers used for business, should always be made whenever possible. Ransomware—when a malicious actor illegally accesses a network and encrypts all the files on it, and then demands payment for the decryption key so that the victim can access their files again—can be completely defeated by regular backups. There’s no need to pay to have your files decrypted if you have another copy of them stored securely off the network.
How Southwest Office Solutions Helps Businesses Like Yours Find The Best Office Equipment
We hope that this post got you thinking a little more about printer security. With as many people doing remote work as there are now, it’s more important than ever that you look for any potential security risks—and your printer is no exception. Fortunately, as we discussed here, Xerox technology comes with the tools you need to make that process simple and effective.
If you’d like to learn more about printer security, please read our blog post Printer Cybersecurity for Small Businesses, where we discuss more important security concepts. If you’d like to learn more about how Xerox technology can improve your workflow at the office or at home, please feel free to send us an email or give us a call at (888) 784-3494. If it’s time for an upgrade, you may also request a completely free online quote.
