Why document security is vital in your business

Concept of poor sensitive data protection Folder secured with a simple padlock

Most businesses know that securing data in the enterprise is important. Organisations implement policies and procedures, and spend millions of dollars ensuring document security and data privacy of sensitive information. Despite this, an information leak from inside the organisation is still an inherent risk.

Every day, organisations are at risk of a potential document security threats that they may not have even thought of – the multifunction printer. It prints, scans and copies an organisation’s most sensitive information, and may be the place where all previous security efforts are rendered useless because confidential data is going undetected.

Ultimately, unsecure print services equals unsecure IT. Unintentionally, office employees send documents to the printer but forget to pick them up. Or, the print job is picked up right away, but with a few pages from someone else’s print job.

The same attention to security that is afforded to other IT and tools is needed for document handling. By using a print management solution, organisations can enforce safe print governance policies, which can increase document security.

There are three steps to increase document security in your business:

1. Secure access to multifunction and networked printers

As with any valuable company property, access to print, copy and scan services should be limited to authorised employees. Set up access through a card reader or entry of username/password, PIN or any combination depending on the level of security you require. When employees send a job to the printer from their workstation or a mobile device, it won’t print out until they get there. This means it is only collected by the rightful owner.

2. Ensure your print governance includes documenting a print, copy and scan audit trail

An audit trail identifies who handled which documents and, in the case of scans, where they were sent. Print administrators can create reports from their print management system to identify individuals, groups or cost centres and the print services behaviours of each. In case a sensitive document is at the centre of a security breach, an audit trail will be crucial to track the source.

3. Control where scans are distributed

Pre-program scans to a particular secure file location or into approved third-party applications and disallow scans to unauthorised email addresses or personal folders.

Using an enterprise print management and document capture solution provides a security layer to address human behaviour and habits, and the physical security of documents to ensure that sensitive information is protected.

Adam O’Neill, Managing Director, Australia, Y Soft