Five Ways to get Document Security Wrong

Even the smallest businesses are realizing document security matters. 

But while most stories about security breaches focus on secret government attacks and evil cyber villains, the most common threats are a lot less exciting and much more common. 

In practice, there are easy ways to lose sensitive files when you’re using the wrong kind of printer. Here are five ways to get document security wrong.

1. Leaving them in the printer tray. 

You know that stack of documents laying on your printer? That’s a potential threat. In that stack might be someone’s pay stub, your customers’ sensitive or private data or your company’s financial plans and roadmap.

If you don’t want that stuff just laying around, make sure your printer’s smart enough to authenticate your users before it prints out their documents.

Looking for a smarter printer? You’re going to want to check out the Xerox® VersaLink® C400 Color Printer.

2. Sending files without password protecting them.

You need to scan a file and send it to your colleague John. You’re in a hurry so you scan the document really quick and mail it to John – the wrong John. Oops. 

Get a printer that allows you to password protect files to avoid sensitive information falling into the wrong hands. 

3. Saving the sensitive files in an unsafe folder. 

When someone needs to scan a document and then save it to the cloud, they usually need to save that scanned file somewhere local first. Not all folders are secure.

Make sure you’ve got a printer that’s smart enough to automatically save your users’ files in the cloud for them. And they won’t leave sensitive files lying around. 

4. Getting someone else to print for you.

Sometimes remote workers need something printed before they come in. A common way around this is to ask someone else to print the file for them. 

But if they save that sensitive file in an unsafe place, you might be in trouble. 

If your printer supports mobile printing, your remote workers won’t need to go through someone else to print their files. And this won’t be a problem. 

If you want to see how it works, check out the Xerox® VersaLink® C405 Color Multifunction Printer.

5. Leaving the data on the printer’s hard drive. 

You probably don’t think of your printer as a computer. But the smartest printers have hard drives and they’re central to the way information flows through your company. 

So make sure your printer automatically overwrites its own hard drive for you. More important, make sure the printer’s disk is well encrypted too. 

No business wants to lose its sensitive information. But you really don’t want to lose that information because of a simple, avoidable mistake. 

Avoid these by getting yourself a smarter printer – one that has all the features you need to secure the flow of information. 

And all the intelligence to help your users work in smarter ways. 

Get security right with Xerox® ConnectKey® Technology

Information security is a priority for every size of business. It’s why so many businesses count on Xerox ConnectKey Technology to protect themselves. And it’s why the Xerox VersaLink C405 is the smartest printer you’ll find. Contact us to find out we can help!

Document Solutions of Springfield is proud to be the Xerox MFP and copier technology dealer serving southwest Missouri for over 25 years. With over 100 years of Xerox technology experience and support, our goal is to provide the community with the latest products, solutions, technology trends & other means of information and help your company make educated business decisions.

Our job involves helping clients answer questions and find ways to achieve success by improving efficiency, productivity, and controlling costs. 

Come visit our showroom at Plaza Towers at the corner of Sunshine and Glenstone, visit our website at www.DocumentSolutionsInc.net or call us at (417) 883-2416. We’re here to help!