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Six Steps to Improve Copier and Printer Security

Wizix Techoffice tips, printer security

You probably already protect your business’s email and internet access, but are you protecting your office machines? Printer and copier security is one of the most important factors in a successful business. Cybercriminals can access your network just by hijacking a printer. Secure your business and protect your sensitive data by following these security tips from WiZiX Technology Group.

1. Secure Location

Don’t allow the general public to access your office equipment. Hide printers and copiers behind counters or place them in specific rooms that only authorized staff can enter. 

If your business handles highly sensitive documents, it is a good idea to invest in stronger security measures. When your office empties at night and over the weekend, security guards and cameras will help prevent security breaches. 

2. Authorize Users

Another way to strengthen copier and printer security is to restrict access by requiring employees to enter a username and PIN or password. Employees should never share their login information with anyone, even other employees. 

To further prevent unauthorized access, you should also enable the “automatic logout” security feature on all printers and copiers. With this feature, the machines will automatically require authorization for the next use, just in case an employee forgets to log out. 

3. Monitor and Verify Use

Enhance printer and copier security by tracking who uses them, how much they print, and when. Monitoring office machines deters employees from personal use and secures access to sensitive documents. Performing regular audits will allow you to verify user activity and catch any unauthorized access.

4. Encrypt Your Data

Data that passes through printers and copiers is vulnerable to a breach. Protecting data while storing or transmitting information requires encryption. Data encryption encodes information into unreadable text so that only users with the decryption key can read it. Sending information to a device that applies end-to-end encryption will protect your data during the transfer and after delivery.

5. Protect the Hard Drive

Printers, copiers, and other office machines store documents in a hard drive in order to print, copy, scan, or fax them. You can protect hard drives with encryption and by keeping the machines in a secure location. If you need to replace, relocate, or remove a machine for any reason, you should always wipe the hard drive clean. 

6. Fortify Wireless Security

Poor wireless security can put your office copier and printer at risk. Protect sensitive data stored on your office machines with a strong password. To come up with a strong password, randomize a combination of both upper and lowercase letters, numbers and special characters. Change the password frequently for ideal wireless security.

Buy or Lease a Printer or Copier

For the best security features, you will need the latest printer or copier for your office. WiZiX Technology Group is an elite dealer of multifunction printers and copiers in Central and Northern California. Whether you need to buy, lease, or repair a machine, our team of experts is happy to assist you. Give us a call at 1-866-846-1411 to request a quote today.

 Images used under creative commons license – commercial use (12/14/2022). Image by Darwin Laganzon from Pixabay