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6 Tips To Keep Your Office Copier or Multi-Function Devices Secure... Skip to main content

6 Tips To Keep Your Office Copier or Multi-Function Devices Secure...

You can never be too secure with your office network and equipment. Professional hackers use sophisticated methods to invade company networks and steal sensitive data regularly. They will exploit any weakness in your network, so it is important to address every part.

Multi-Function Devices Can Be Overlooked IT Staff

Only 30% of IT professionals recognize printers as a high security risk. A Multi-Function Device (MFD) is a machine that can print, copy and scan. These devices have faster print speeds and allow additional functionality such as scan to email. Secure print and follow-me printing are two of the key features of the new devices. Ensuring security on your MFD should be part of any optimized IT security practice. Doing so protects information that keeps private information private. 

Change the Default Password

The admin control panel is accessible through the operator panel of the device or as a webpage accessible by a computer with a browser. It is the portal through which setup and changes to the device's network, features and functions are made. Every printer and MFD is given the same password built by the manufacturer, this password should be changed and a unique password should be entrusted to the authorized administrator. This will protect the device from unauthorized changes that can heighten security threats.

Use Data Encryption 

Make sure your data is encrypted and stored in the data center where it can be centrally protected against unauthorized access. The data is encrypted on the terminal server or on a print server, sent to the printer, and then decrypted in the printer. Enabling encryption features prevents data streams between the device and other computers or devices from being intercepted, stolen or altered. Make sure AES-256 encryption is used. The Advanced Encryption Standard (AES) is a symmetric block cipher chosen by the U.S. government to protect classified information. AES is implemented in software and hardware throughout the world to encrypt sensitive data. It is essential for government computer security, cybersecurity and electronic data protection.

Enable HDD Overwrite and Erasure Features

Hard drive overwrite is to record or copy new data over existing data, as in when a file or directory is updated, and data that is overwritten cannot be retrieved. Some users delete old files or format partitions to get more black space to store new data. Secure erase completely wipes clean all of the data found on a drive and does not allow that data to be retrieved. It is a permanent solution that provides the maximum level of security for sensitive data that must be erased. This can be particularly important when the device is reassigned to a new location or returned at an end of a lease.

Use Device Access Controls

Use the admin control panel to manage who has access to the device and what functions they may use on the device. An administrator can easily apply authorization policies that fit within IT network security plans. This helps minimize threats form malicious actors or unintended security breaches. 

Buy from An Authorized Dealer Who Who Knows How To Properly Secure Your Data

Purchasing a copier or printer for your office or business requires thought and consideration. There are many elements involved in the decision-making process, from budget to what features are needed. One element, in particular, should be at the top of your list... who are you going to purchase the product from? With a large purchase like this, it is important to consider the quality of the vendor you are buying from. Protecting that investment after installation calls for working with a qualified dealership that has a credible track record in supporting the copier after your purchase.

Waltz Can Help You Choose Secure Business Equipment For Your Business

Whatever your need, whatever the size of your company, Waltz is here to help you work more efficiently. We are partnered with the leading suppliers of technology in the industry—Kyocera, Xerox and HP. This partnering coupled with our in-house expertise means we can bring you the latest in technology at an affordable price. All of the products and solutions we sell are backed by Waltz' commitment to quality.
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About Waltz Business Solutions

"If your document haltz… Call Waltz!"​ Waltz Business Solutions offers copying, printing, faxing and document storage solutions from the best in the industry – Kyocera, Hewlett Packard, and Samsung.
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