Modern offices may be going paperless for many of their functions, but printed documents are still a staple in the working environment. On an average workday, employees may need to print off contracts, create advertising brochures, or produce handouts for a weekly presentation.
Printing gives a business the flexibility of creating paper documents as needed. However, printing devices can also open gaps in your company’s cybersecurity. This is one of the many reasons companies are now outsourcing their print needs to Managed Print Services partners. Let’s look at what an MPS is and how it can boost your data security.
Revisiting the Basics: Managed Print Services
As the name might suggest, Managed Print Services manages your business’s printing devices. It ranges from installing and monitoring the usage of a single multifunction printer to managing a fleet of in-office devices.
The services you get from an MPS provider depend on your contract. However, they may include:
- An assessment of your business’s needs, from printer usage to data security concerns.
- The installation of hardware and software.
- Training employees to use new devices.
- Reports and tools to monitor usage and costs.
- Automatic or scheduled resupply of inks, toner, etc.
- Repair and replacement services for devices that have broken down.
- Troubleshooting, 24-7 help desk, and possibly more advanced IT services.
- A variety of payment schedules, including monthly and yearly contracts.
- The ability to change service tiers as your business’s printing demands fluctuate.
- Access to cutting-edge security features that keep stored data secure and control who can access sensitive files and information.
Your Printers, Copiers, and MFPs Pose A Data Security Threat
Cybercrime is rising sharply, and hackers aren’t just targeting big companies. Small and medium businesses are also in danger. Cybercriminals don’t necessarily go after the biggest potential payoffs. They look for companies of any size with easily exploited security weaknesses.
It’s been drilled into everyone’s head to use secure passwords and keep antivirus software up-to-date. However, endpoint security is no longer enough. The rise of high-tech, Wi-Fi-connected devices in the office has given hackers another vulnerable entry point: the printer itself.
Think about it. Multiple layers of security protect that file of sensitive client information on a computer hard drive or in the cloud until it’s printed. Now a copy of that file travels via Wi-Fi, and then it rests in the printer’s cache. Can the data be intercepted on the way to the printer? Can the device be accessed remotely by the wrong people?
It’s easy to overlook your printers and other devices when planning a cybersecurity strategy. This is a big mistake. Cybercriminals can access an unsecured printer from anywhere in the world, making off with sensitive customer information. Your business would then have to deal with revenue loss, customer trust issues, and possibly fees and legal headaches.
Some businesses have these holes in their cybersecurity because they simply don’t realize the problem exists. Other companies are struggling to balance employee productivity versus data security. For instance, a highly secure procedure might involve an employee:
- Signing in to their work computer to copy the file onto a thumb drive.
- Personally walking it to a printer with no Wi-Fi capability.
- Unlocking the printer and waiting around until the document is produced.
- Personally clearing out the cache before signing out of the printer.
- Returning to their workstation, where they log that the job’s completed and the thumb drive is wiped.
This is very secure, but it’s also time-consuming and disruptive to workflows. Midsize and larger offices may need to produce hundreds of documents every day. That makes this kind of security procedure completely impractical.
Companies have to decide on how to balance out security and productivity. They can cut corners and hope for the best, or they can do it the smart way, with Managed Print Services.
Boost Data Security with Managed Print Services
Most Managed Print Services start by assessing printing and security needs. This helps them develop options for how your business can increase security while maintaining device accessibility and a smooth workflow.
Combatting a complicated problem like cybercrime requires a multi-pronged approach. This often includes hardware security, software upgrades, and employee education.
The device itself can come with security features such as easy cache clearing, password protection, and fast printer lockdown in case of a known cyberattack. The MPS provider may suggest further location-based security and productivity improvements. These might include moving the device to a more secure room or into a central, employee-accessible location.
Many Managed Print Service providers also offer security enhancements for when data travels via Wi-Fi. Discuss with your MPS provider how this will work for remote employees and how it scales as your business grows.
Worker behavior is the third key part of data security. An MPS provider can train employees to use new devices and keep up good cybersecurity practices. If something interferes with their workflow, your Managed Print Services can troubleshoot the issue.
Finally, certain industries have special cybersecurity needs. An MPS provider can help you there. Your company may handle especially sensitive data such as client bank information, making you a bigger target for cybercriminals. Some businesses may also operate in sectors that have tighter laws regarding data security. These could include:
- law firms that have confidential customer information on-file
- state and federal agencies with an obstacle course of requirements and red tape
- healthcare organizations that need to stay compliant with HIPAA laws
- companies with international branches that need to comply with the laws of many countries
An experienced MPS provider can guide you through your industry-specific data security needs. This keeps your data private, your customers protected, and your reputation secure.
Are you keen to know more about how Managed Print Services can strengthen your San Francisco business’s data security? Contact Golden Gate Office Solutions today and get started with a free assessment.
