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Is your printer data secure?

Is your printer data secure?

From securing IT networks to locking filing cabinets or shredding files when they are no longer required, many businesses are conscious of the importance of document security. Most companies have procedures and regulations in place to ensure that sensitive information does not get into the wrong hands.

When you use your Multi Function Printer(MFP), temporary files may be created on its internal hard disk drive as it caches print, or collates copied or scanned pages. Unfortunately some well publicised cases have made the headlines, where end of life MFP’s have been resold and subsequently targeted for the extraction of sensitive data.

Fear not! There are solutions available to ensure that private data remains private. Below, Arena’s Head of Professional Services, Ian Fox, explains.

We don’t need to explain the problem of leaked data reaching the hands of competitors. This alone should provide enough motivation to ensure security but if it doesn’t, the Information Commisoner's Office (ICO) is always on hand to impose financial penalties or prosecute any companies acting in breach of its rules.

The ICO can give fines of up to £500,000 for failure to comply with the Data Protection Act.

How to be sure that your MFP data is secure:

Scans and print jobs are temporarily stored on the MFP’s hard drive before being drawn from it to print. In the past, instant overwriting or encryption of data was the only way to address this, often leading to a loss of device performance. The other option was a manual process at the end of the device’s life to invalidate the data, either by removing the drive and physically destroying it or by using one of the many utilities / services available for secure erase. Both of these are extremely time consuming processes.

Many modern machines now come with secure hard disk technology as standard. The data on these disks is encrypted using an AES 256-bit key to comply with ISO/IEC15408 standards. The decryption key is known only by the corresponding MFD and, in the event of the disk being connected to any other system, the data is immediately rendered unreadable.

With this type of technology in place it’s also possible for an authorised service engineer to enter specific security codes into the device that can instigate destruction of all data held on the disk without the need for removing the disk from the machine. This saves time and ensures security when dealing with your MFP at the end of its contract.

About Ian Fox

Professional Services Manager
Tel: 0800 863 8000 | Email: ianF@arenagroup.net

Ian Fox joined the Arena Group as a Systems Engineer in 1995. During his time at Arena he has gained a wealth of experience in helping organisations with their document related workflows. He now heads up the Professional Services department, which was formed in January 2011 with the aim of ensuring that existing and future Arena clients receive the best possible advice, solutions and support to enable them to manage and control their documents effectively.

More information

Contact us to find out more about monitoring and controlling print, printing from mobile devices, digitising your paper-driven processes or implementing an electronic document management system.

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The Arena Group comprises: Arena Group Holdings Limited, a company registered in England and Wales (with registered company number 03735943 and VAT number 734562528) and its subsidiary company: Arena Group Limited a company registered in England and Wales (with registered company number 02168309 and VAT number 458238033). The Registered office of all Arena Group companies is Armitage House, Thorpe Lower Lane, Robin Hood, Wakefield, WF3 3BQ. Authorised and regulated by the Financial Conduct Authority for credit-related regulated activities.

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