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Whether you work in healthcare, education, finance or government, document security is likely to impact your organisation at some stage.
The printers and copiers used in enterprises create millions of impressions each year, but the information they produce is highly vulnerable if device security isn’t taken seriously.
Every user will have a different set of challenges that relate to security, but it’s possible to create a document environment that is safe and capable of keeping sensitive information within the four walls of your business.
What follows is our 9-point guide to reducing document information risk…
- A user-centric view of document output and input
Multi-function devices may generate the hard copies of documents, but it’s the user who drives the process. Make sure you understand what users are doing with documentation and how they operate each device.
- Monitor who prints document information within the business
As much as sixty-two percent of data breaches are down to human error. It’s therefore vital that you have control over device users - something that’s achievable via network authentication, employee guidelines and an up-to-date device security policy.
- Mitigate common risks within document workflows
Very few document information security issues are unique. Your existing MPS should already support a solution to common problems relating to compliance, device routing and unauthorised scanning. Find out what yours is capable of.
- Evaluate your vendor’s security credentials
How seriously does your MPS vendor take security? Will they assess your needs and help you select the best devices for security? Ask how they intend to invest in on-going security solutions and the types of reporting you’re likely to receive.
- Monitor security across document lifecycles
Your MPS vendor should offer a proactive security patch program. Equally, they should be able to help you rid hard drives of sensitive data and offer an insight into how disposed-of disks are destroyed.
- Check the vulnerability of your endpoints
MFD devices will often play the role of an endpoint. It’s therefore important to identify vulnerabilities that might expose them to attacks and ensure that all firmware updates are fully approved before being deployed.
- Invest more in endpoint security
Forty-five percent of businesses plan to spend more on endpoint security*, and for a good reason. You may have a great security policy for your computers, tablets and smartphones, but what about the devices that create a vast number of data impressions each year?
- Keep document information safe
Here are five ways to work more securely with documents:
1) Maintain one working version of sensitive documents.
2) Implement a print policy and ensure every employee understands the reason for its existence.
3) Clearly label sensitive documentation and ensure everyone understands the labelling convention.
4) Use secure printing methods with PIN entry or ID badge access.
5) Include printing devices within network security policies.
- Measure your document security level
Reducing document information risk is an on-going task. It’s vital that the business measures the effectiveness of security strategies and makes changes as soon as weaknesses are discovered.
Final thought
No business should take the security of its document domain for granted, but it’s far too easy to underestimate and under-protect what’s at risk. Our 9-point guide will ensure your document environment is as secure as possible.
If you’re looking to learn more about document security or how to remain compliant with the upcoming GDPR, contact us to see how we can help.
*2014 Endpoint Security Survey developed and performed by ESG Research and sponsored by Guidance Software.
