How To Ensure Your Information Is Safe On Digital Copiers

How To Ensure Your Information Is Safe On Digital Copiers

Digital copiers are a great office tool that can perform many different tasks. With just a digital copier, businesses have the ability to be able to copy, print, fax, and scan documents and pictures for high quality results. One of the problems that has been recently noticed is that all of this information is susceptible to being used by other people, downloaded onto other computers, and used against a person or company.

Digital Copier Operation Leads To Risks

The way that the digital copier works is what contributes to the risks involved. A digital copier works by scanning the document, or picture, into its internal memory before it is printed out onto paper. This helps the copier work faster as it only has to scan the document once. Operators can also use this memory to print documents that have been stored if they do not have the original. However, this scanning into the memory also presents a tremendous risk to security and personal identity theft.

Keeping Information Secure

In order to keep private documents, tax information, phone numbers, personal identity, and other documents that you do not want others to have access to you must keep a close eye on securing the digital copier. There are several ways to do that so that the risks are drastically reduced and even eliminated.

Purge Copier Hard Drive

Digital copiers have a hard drive much like a computer. They come in different sizes in order to accommodate more files, phone numbers, faxes, and printing jobs. Purging the hard drive is a way to clear out the files in order to free up space for more jobs. This process must be completed on a regular basis so that older files are not accessed by anyone who is connected to the network. This is also important anytime a digital copier is being sold, or returned at the end of a lease. The hard drive must be cleared completely before the copier goes back to the retailer or new owner.

Secure Network Server

Digital copiers have the capability to be connected to the businesses network through wireless modems. This is a great convenience, but also a risk to the documents that are scanned onto the hard drive. Any computer that is connected to the network can easily access any documents that are being scanned, printed, or faxed. Securing the network is one way to keep this information secure. Another step is to manually erase any network settings on the copier so when it is sold, or returned, people will not see the settings for your network.

Only Share Necessary Files

Sharing files on a network can be customized for safety reasons. When networking with a digital copier it is important to only share files that are for use with the copier. This means any contact information in address books, calendars, and personal files.

Digital copiers give small businesses great capabilities in being able to present a professional image in the business world. However, it is important to use them with diligence and an eye towards security much like a computer or other digital equipment.

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