5 Sure Fire Ways To Use Managed Print Assessments To Uncover and Fix Document & Data Security Holes

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With the advent of prolific hacking, ransomware, the  GDPR (General Data Privacy Protection Regulation) and other data security issues, customers are looking for more peace of mind when it comes to data protection.  As an office equipment dealer you might think that helping customers with these security issues is outside your area of expertise, and you couldn’t be more wrong!  Managed Print assessments are a great way for you to raise and remedy a lot of areas of data security.  Here are 5 simple ways for you to use assessments to do that:

  • Neglected paper trays: A large portion of data security leaks come from documents that are simply left lying around.  One thing I like to do during an assessment is to collect the documents in trays and sitting in common areas and then go through those with C-level people at the company in question.  It never fails: There are always highly confidential and important documents in those piles.  Introducing secure release printing via software or corporate policies are great ways to fix this.
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Network Printers

Are they secure?

 

  • Networked printers:  Many hackers are starting to use network attached printers and MFDs as access points to the general network.  Ask your customer if they have worked with their OEM or managed print provider to “harden” security on these seemingly harmless devices.  Just like other IOT devices, printers and MFDs are often overlooked as security holes.

 

  • Lack of user authentication:  Most MFDs allow for administrators to setup network, pincode or swipe-card authentication and tracking.  The problem? Most companies aren’t taking advantage of this security feature!  You can work with your customer to ensure these user authentication protocols are setup and enforced.   As an added bonus, print volumes and cost related to office document production often go down dramatically as employees understand they should only print documents that support the business.  No more church calendars and recipes being printed because nobody is paying attention!

 

  • Locally connected devices:  One of the biggest security holes in a customer location is locally connected devices.  If devices are not being tracked and monitored on the network, people often think they are more secure, and they couldn’t be more wrong!  The majority of major data breaches happen from internal agents (also known as employees).  Locally connected printers are impossible to track nefarious behavior on, and your customers should be made aware of this.  Printed documents on local devices are easily stuffed into briefcases, and in the case of the Reality Winner’s incident with the NSA, um, pantyhose.
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Paper

Not as secure as

you think

 

 

 

  • Desktop document production:  If your customers haven’t taken advantage of document management and cloud repositories for documents they are likely at serious risk.  Ransomware is always triggered at the user level on their desktop computers, and once penetrated, there are very few options other than paying the ransom.  You may not provide cloud based document management solutions, but you can raise the issue with your customers regardless. You can offer the solution or work with a partner provider to ensure this hole is filled and filled fast.

By covering these 5 security issues in your next managed print assessment you will help your customers to get a much stronger hold on their document security concerns. If they trust you they are far more likely to give you some or all of their business.  By asking the right questions and doing the right things during your assessment, you and your customers will see a multitude of benefits that go far beyond just improving security.

Are you an office equipment dealer that has used the assessment process to uncover and solve common document security concerns? Are you a dealer that feels there are a bullet point or two should be added to this list? Your voice matters, we encourage you to join the conversation by leaving your comments!
 

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