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The rise of the Internet of Things (IoT) has increased the spread and complexity of the cybersecurity threat landscape.
Every mobile device, cloud-enabled platform and smart endpoint now needs to sit safely within an organisation’s security policy.
Printers and MFPs are also vulnerable to such risks, which is why you should follow this tried-and-tested six-step process to build a bullet-proof print security plan for your business:
1. Ensure every print device is part of your security strategy
If just one printer falls outside of your cybersecurity policy, it risks throwing your entire security plan into disarray.
Printers aren’t dumb terminals any more - they need to be integrated into all of your security procedures and policies, regardless of model, brand or age.
2. Secure network access
Just like any device you connect to your network, MFPs need to be setup to limit network access and only grant access to users with adequate rights.
When adding a new MFP to your network, ensure the ports and protocols are correctly configured to prevent the spread of viruses and malware - just as you would a new laptop or tablet.
3. Implement user authentication
Sometimes referred to as ‘pull printing’, user authentication ensures documents will only be printed and released to the right recipient.
Proper implementation of user authentication within your printing network will ensure confidential documentation no longer ends up sitting unattended on printing trays.
4. Don’t forget the document
Print security extends far beyond the devices themselves. You need to ensure that every document within the organisation is secured by digital rights management.
This can be achieved by enabling digital signing, PDF encryption and secure watermarking.
5. Secure MFP hard disks
Printed documentation will often reside on an MFP’s hard disk. For this reason, it’s essential that you implement file encryption to add another layer of security.
Once an MFP is removed from the network, you should also be able to destroy any remaining data to ensure that all printed, scanned and copied documentation stored on its hard disk isn’t at risk.
6. Create a flexible, centralised way of monitoring
Print security is a fast moving target. In order to remain compliant with new and existing regulations, you’ll need to monitor and manage your policies and MFPs centrally.
By using auditing tools, businesses can now track printer usage at user level and ensure detailed logs of every print job are retained and made easily searchable.
Consider advanced print security
Beyond the tactics above, it’s advisable to consider the benefits of advanced print security.
With the General Data Protection Regulation (GDPR) fast approaching, an advanced layer of printing security will enable your business to manage what’s being printed and ensure sensitive information remains safely stored.
