Photocopiers are indispensable tools for many businesses, facilitating all printed office documents, hardcopy contracts, picking and packing lists, and more. However, they are often overlooked when it comes to cybersecurity. Unsecured photocopiers can become weak links in an organisation’s data security chain, leading to potentially severe data breaches.
Photocopiers and multifunction printers (MFPs) have the capability to store, transmit and receive data. They often have hard drives, RAM and network connections, making them susceptible to the same threats that affect computers and servers.
A breach in your photocopier’s security can expose sensitive data, including:
- Personal information
- Financial records
- Confidential business documents
- Legal files
The consequences of such breaches can be dire, resulting in financial loss or legal ramifications, also damaging your organisation’s reputation in the process.
Tips for Implementing Security Measures
1. User Authentication
Implementing user authentication is one of the first steps to securing your photocopier. This ensures that only authorised personnel can access the machine and its functionalities. The most common methods for user authentication are:
- PIN Codes: Assign unique PIN codes to each user
- Card readers: Use employee ID cards with magnetic strips or RFID chips
2. Access Control Lists (ACLs)
Configure ACLs to restrict access to the photocopier’s network functions based on user roles. This ensures that only authorised users can perform sensitive tasks, such as scanning to email or accessing stored documents. Shared folders can also be created and accessible only to particular team members to enhance collaboration.
3. Data Encryption
Encrypting data that is stored on and transmitted by your photocopier protects it from unauthorised access. Ensure that your photocopier supports and uses the following:
- Hard Drive Encryption: Encrypt data stored on the photocopier’s hard drive
- Network Encryption: Enable secure protocols like SSL/TLS for data transmission over networks
4. Regular Firmware Updates
Firmware updates often contain patches for security vulnerabilities. Regularly updating the firmware ensures that your photocopier is protected against known threats. Set up a schedule or enable automatic updates to keep your firmware current – Key Digital will do this on your behalf.
5. Network Security
When connected to your network, your device can be vulnerable if correct measures are not taken to protect the overall network security framework. Make sure your network security contains the following:
- Firewalls: Ensure the photocopier is behind a firewall to block unauthorised access.
- Segmentation: Place devices on a separate network segment if necessary to isolate them from critical systems.
- Monitoring: Use network monitoring tools to detect and respond to unusual activities from devices.
6. User Training
Educate users about the importance of securing the photocopier and best practices for using it safely. Training should cover:
- Recognising phishing attempts and malware
- Properly handling and disposing of printed sensitive documents
- Reporting suspicious activities or security breaches
7. Secure Disposal of Data
When photocopiers reach their end of life, ensure that any stored data is securely wiped. Simply deleting files is not enough, factory reset options and hard drive wiping are necessary steps in disposing of data securely.
Securing your photocopier is an essential step in protecting your organisation’s sensitive data, you can mitigate the risks associated with these often-overlooked devices. Prioritise network security to ensure that your data remains safe and your organisation stays protected from potential breaches.