As the Digital Age continues to grow, so does the productivity and convenience of office equipment. In the past, organizations would print documents on page printers, copy the documents on analog copiers, and fax the documents on stand-alone fax machines. Those days are gone. “Copiers” can accomplish all of those tasks, and more. Documents can now be printed directly to faster, and more cost-effective multifunction devices. Hard copy documents can also be scanned directly into PDF documents.
As this expanding technology migrates paper-based documents from the filing cabinets to an organization’s network, security measures have increased to protect this vital, and confidential information. However, this great technology comes with new, previously unrecognized security concerns. Organizations realized they are potentially “allowing” this confidential information to leave their office. In short, images printed, copied or scanned from a multifunction device are stored on an internal hard drive within the machine. These images are not unlike pictures from a digital camera. “Pictures” of the images are stored on the hard drive and printed or emailed from there. As with a computer, when an image is deleted, the system is only deleting reference to the file’s location. It does not delete the actual image. Any person with the proper skill set and software can recover these images. So when you sell, trade-in or give back a copier, you are including pictures of potentially highly confidential documents.
Deleting images, clearing the hard drive, and even formatting the hard drive does not ensure that you have removed the images from the multi-function device. The only way to securely “delete” these images is by overwriting them. Fortunately, most copiers have the ability to do this. When you purchase a new multi-function device or printer that contains a hard drive, be sure there is a security kit included that overwrites the data three (3) times. It must overwrite the data randomly with zeros and ones three times to achieve a Common Criteria Certification of Evaluation Assurance Level 3 (EAL3). By taking this measure, you guarantee that the images on your hard drive are completely unrecoverable.
Another reason why businesses should be concerned about data security are the Federal mandates that require organizations — no matter how small — to protect consumer, financial, and medical information.
A company that loses private third-party information to unauthorized entities faces steep fines and even criminal penalties. More than ever, the government is taking a tough stance on computer security and data breaches. In 2011, the federal government raised the maximum HIPAA penalty for losing confidential patient information up from $250,000 to $1.5 million.
Whether an organization is concerned about network intrusion, data theft, or compliance, Pacific Office Automation has a solution to secure information in the workflow chain. A multifunctional device offers:
Signa Digital offer Solutions tailored to meet security and compliance concerns of Health Care Organizations, Financial Institutions, Professional Services Firms and Government Agencies. Signa takes data security seriously. Our trusted Manufacturers never stop working to keep up with the ever-changing landscape of data and computer protection.
Data Security cannot wait. Contact Signa Digital Solutions today to protect yourself and your information.