When businesses think about security, their minds often go to firewalls, antivirus software, or password policies. But there’s one piece of office equipment that’s easy to overlook: the copier. Modern copiers are network-connected devices that can store, transmit, and process sensitive information. Ignoring copier security can put your business at risk.
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Data Storage on Hard Drives
Most copiers include internal storage that can retain images of scanned, copied, or faxed documents. Without safeguards, that data can persist long after the job is finished.
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End-of-Lease Data Wiping
Before returning, reselling, or replacing a device, ensure the drive is securely wiped or removed and destroyed according to best practices.
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User Authentication
Require logins, PINs, or badge taps. This prevents unauthorized use and provides accountability for every print, scan, and copy.
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Secure Print Release
Hold print jobs on the device or server until the user authenticates at the copier. This stops sensitive documents from sitting exposed in the output tray.
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Network Security
Treat the copier like any other endpoint. Use segmented networks, strong admin credentials, encryption where available, and apply firmware updates on a regular schedule.
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Remote Access and Monitoring
If remote management is enabled, lock it down with encryption and restricted access. Disable any services you do not actively use.
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Fax and Legacy Protocols
Fax features and older protocols can introduce risk. Keep firmware current and disable unused ports, protocols, and services.
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Document Tracking and Audit Trails
Enable logging to capture who printed or scanned what and when. These audit trails support compliance and help investigate incidents.
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Cloud and DMS Integrations
When connecting to cloud storage or document management systems, use secure protocols, vetted apps, and least-privilege access.
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Employee Awareness
Train staff to authenticate, use secure release, clear queues, and handle sensitive documents responsibly. Technology only works when people use it correctly.
Final Thoughts
At Town Business Systems, we know copier security is part of a broader strategy to protect your data and workflows. Addressing these ten areas helps reduce risk, support compliance, and keep your office running safely. Contact Us Today!