Document Security in the Workplace

Security attacks target companies of all shapes and sizes. You may be a small to medium sized business without IT staff dedicated to security, but that does not mean you should compromise. Here at Xenith, we have described four steps you can take to enhance security, whatever the size of your organisation:

1.    Ensure your printers have built-in security features
2.    Use a Pull-Printing Solution
3.    Fraud Deterrent Technology- InfraRed and UV
4.    Ensure your printer is disposed of properly

1.    Ensure your printers have built-in security features

Xerox is the only hardcopy vendor with an active security patch program. They monitor for new vulnerabilities on Multifunctional Printers, just as operating system software developers track for new viruses that could threaten their software. Security bulletins are posted on www.xerox.com/security. Customers can sign up for an RSS feed and be alerted immediately when a new bulletin and downloadable patch is posted. Xerox also builds a variety of features into its machines to help safeguard customers’ information including:

• Fax/Network Separation — Xerox devices include a network firewall to prevent unauthorized access to a customer's system through the network connection. However, unprotected fax connections in MFPs can be an open back door into the network. Xerox devices provide complete separation of the telephone line and network fax connection.
• Image Overwrite Option — The Image Overwrite Security option, free on most Xerox MFPs, electronically "shreds" information stored on the hard disk(s) of devices as part of routine job processing. The electronic erasing can be performed automatically when each print job is completed, or started manually as needed.
• Network Authentication and Authorization — Access to scan, e-mail and fax features can be restricted by verifying network user names and passwords in network directories prior to use of these functions. Access permissions can be controlled on a per-user and per-service basis, all managed centrally at the network domain controller. Additionally, all activity is monitored and recorded in a security audit log.
• Encryption — All data in motion in and out of the device, as well as data stored within the device is secured with state-of-the-art encryption.

All these features help you protect vulnerable access points and comply with the latest security standards.

2.     Use a Pull-Printing Solution

‘Pull printing’ or ‘follow me’ solutions allow users to release their print jobs at a machine of their choice either by using a touch-card or by entering a code. Users simply call up their personal print queue and choose the documents they wish to print.

This ensures paper is never left on the output tray of the printer, as jobs are collected by the person who is physically releasing the print job. This also means that documents can no longer get lost amidst piles of paper, and no one has access to you print job except for you.

Besides the obvious security benefits, pull printing also saves lots of paper and time.

Some Pull-print solutions are:

• Equitrac
• Copitrak
• SafeCom
• Xerox Secure Access

For more information about any of these solutions, please contact us.

 

3.    Fraud Deterrent Technology

For those within a production environment, protecting sensitive documents from unauthorized duplication is a growing concern. Counterfeit copies of documents like coupons, tickets, and invoices can have serious financial impacts. You can combat this concern with exclusive fraud-resistant specialty imaging effects for static and variable jobs which add an extra level of security and authentication.

A variety of specialty imaging text effects are available:*

• MicroText marks: Text printed at smaller than 1 point size, readable only with a loupe or magnifying glass. Provides additional security to invoices, coupons, and other fraud-sensitive applications. Compatible with colour, monochrome, and highlight colour devices.
• Correlation marks: Printed text that is only visible when superimposed by a "key" overlay. Provides an extra level of authentication for lottery tickets, invitations, and other documents requiring an authenticity check. Compatible with colour, monochrome, and highlight colour devices.
• GlossMark® text: Printed text that is not visible in straight-on view, but becomes visible under inclined illumination. Provides an extra layer of protection against document fraud in amusement park tickets, coupons, and general admission passes. Compatible with colour devices only.
• FluorescentMark: Printed text that is only visible under UV/black-light. Protects sensitive documents like concert tickets, admission passes, and retail promotions. Compatible with colour devices only. No font required, rather colour calls within a static or variable job.
• InfraRed text: Printed text that is only visible in the dark, with an infrared camera. Protects sensitive documents like admission passes and promotions. Compatible with colour devices only. No font required, rather colour calls within a variable job.

*These specialty imaging text effects can only be printed with a FreeFlow digital front end in combination with FreeFlow software – any other print server will print them as normal text. Three of the specialty imaging effects require fonts which are available as a free download. For more information please contact us.

4.    Ensure your printer is disposed of properly

Before disposing off or trading in old equipment you should check the manufacturer’s product documentation to best understand the steps to wipe the machine if required.

Customers returning a Xerox MFP that contains a hard drive should run an on-demand image overwrite before returning the machine. Xerox also offers a hard disc removal service. For a flat fee, a Xerox technician will remove the hard drive and turn it over to the customer for disposal.

 

For more information on any of the above, please contact us.