Copier Data Security

Securing sensitive data has always been a priority of any diligent business. In this new era of cloud-based computing, there is a lot of attention given to computer security — with one critical exemption. Office copiers are essentially scanners that can generate hard copy. When that document is first scanned, the data that us generated is stored on a hard drive in the copier.  This copier can be configured to erase this image, or it may remain on the copier, depending on how it is set up.

The employee happily walks off with the required copy, but the data remains on the hard drive. If the copier lacks a data security kit that is properly installed and switched on, sensitive data can accumulate for months or even years. Employee payroll information, customer personal data, and tax records are all types of records that might end up on that hard drive.

Ironically, companies have often paid extra for data security kits that are designed to address this challenge, only to fail to have the kits activated. Copiers that do not include such kits typically have a means for automatically wiping the hard drive clean, say, once a month. However, once again, such a system component must be activated, or it is useless.

Finally, any copier that is either arriving at the office or leaving the office should do so with a hard drive that has all stored data erased. Some Seattle offices have leased or purchased pre-owned copiers that have the sensitive information of others on the hard drive. Insist that no copier hard drive arrives without being wiped clean of stored data first.

These tips will keep one in compliance with privacy laws and provide for essential peace of mind.   Give us a call if you would like help with your copier’s data security!