The ability to quickly scan and digitally capture paper documents helps increase efficiency in the workplace. However, any technology that handles our sensitive data can make us more vulnerable to hackers or others who may use that information for nefarious purposes. Because of this, it is up to each company to make sure their scan and capture technology is secure, regardless of the industry in which you operate.

Here are some common security concerns associated with scan and capture technology that must be addressed to prevent your sensitive data from being compromised.

Unrestricted Remote Access: Networked office printers are often overlooked as devices that that can experience security breaches; however, they can be breached in a number of ways. One of the common methods of unauthorized access occurs when a multi-function printer is set up for unrestricted remote access. It may be easy to let employees access a printer remotely, but this also makes it easy for cybercriminals to gain the same or similar access. Using a firewall can help prevent some of these potential breaches. In addition, make sure access is only granted to IP addresses that are in your physical location to help minimize this risk.

Gaps in Administrative Security: One of the biggest security gaps for networked printers comes simply from neglecting to password protect these devices. This oversight in protection can also expand to other connected devices as well, such as smartphones, laptops, and tablets of your employees.

Unsecured Document Storage: When images are captured on a printer or scanner, they are saved to the device in the internal memory by default, which can mean that confidential data is accessible to those who should not be authorized to view that information. If your company is working with sensitive data such as financial or personal health information, extra security steps are needed in order to maintain the integrity of this data.

Maintaining Security in Your Business

Companies can’t afford to have their printers and copiers be the cause of a security breach. This can lead to serious consequences, from a compromised reputation to legal action from customers and clients, or severe fines, depending on the regulations within your industry. In order to prevent security breaches from happening, there are several methods you can use to protect your devices against potential hacking.

For starters, it’s essential to maintain up-to-date printer firmware as the device manufacturer releases updates to address and patch weaknesses. As mentioned earlier, passwords should be utilized to protect any wireless printers. Finally, the hard drives on your printers should be encrypted to protect the data stored on them after scanning and capture jobs.

Document security is nothing to be taken lightly. If you’d like to learn more about securing your scan and capture technology, contact Golden Gate Office Solutions today to speak to one of our document security experts.