If employees often use pay-for-print stores during off-hours, how can a company know if the information passing through those devices is secure?
That would depend on the make and model of the device used. For example, an older device may not have as many security features as that of a newer device. The only way to know for sure is to ask the local retailer for the make and model, and find out what security measures they have in place internally to ensure the security of their customers’ confidential data. Do their devices come standard with encryption? Is encryption enabled on the devices? How often is data deleted from the hard drive?
Is it true that everything that gets copied or printed on a copier is saved to the hard drive for anyone to pull off?
Again, this is dependent on the make and model of the device, as well as the security features that were purchased and/or enabled on that device. Typically, the answer is no. Generally, only documents that are scanned to the hard drive or scanned to e-mail are saved in a readable format. The device will then delete these jobs after a certain number of days based on the threshold that the owner has specified. Standard copies and prints on a device with encryption are saved in a format that is extremely difficult to read should someone gain access to it. Most manufacturers at least meet or exceed Department of Defense standards for file encryption.
What happens to the documents saved on a copier hard drive once that copier is returned to the leasing company or disposed of?
What happens at the end of a lease is typically the choice of the customer leasing the device. When the device is returned to a leasing company, who is the rightful owner of the device once the lease has ended, it is the customer’s decision to have the hard drive ‘scrubbed’ by their local office technology dealer, or leave the files on the hard drive. Some devices may be returned directly to the local dealer, but typically it remains the choice of the customer whether or not the hard drive is scrubbed clean.
What are manufacturers doing to educate dealers and customers on the issue of copier hard drive security?
Your office technology dealer should proactively discuss copier security with you — inquiring as to your needs and concerns. Manufacturers of copiers and MFPs are educating and training dealers, as well as speaking directly to customers and posting valuable information on their Web sites for consumers and business owners to easily access. It is in the best interest of copier manufacturers for their customers to understand the security risks inherent in copy devices, so they are doing their best to educate dealers on how to discuss the topic with their local customers.
Sonny Kumar is the vice president and general manager of Toshiba Business Solutions. Reach him at [email protected].
