Protecting Security at Your Document Hub

The old-school copier that most companies relied on for document processing has gone high tech. It has evolved into a sophisticated computing device (called a multifunction printer, or MFP) that can grant access to the heart of your computing network.

MFPs are now a company’s document hub, supporting printing, copying, and scanning in one device. They allow users to scan paper and send images via e-mail or to business applications.

But watch out. MFPs can be used to distribute unauthorized documents, or even distribute documents using identities that impersonate company executives. Here are five tips for safeguarding document security:

a. User Authentication. MFPs can be set to require network passwords, a basic level of access control that prevents non-employees from using the MFP and ensures asset control.

b. Permissions Authentication. Require users to enter passwords to gain access to specific business applications from the MFP, just as if they were entering from a PC.

c. Document Encryption. Applying document encryption at the MFP helps safeguard confidential information before it is transmitted across the network.

d. Delete Temporary Files. Most MFPs automatically keep a record of files that have recently been scanned. If these temporary files are left on the MFP, sensitive information can be accessed by unauthorized users. Set up your device to delete these files automatically.

e. Activity Tracking. MFPs can be set up to create audit trails that can identify who sent what document, where, and at what time.

Edward Schmid President and CEO eCopy Nashua, N.H.

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