Office Printer Security: Keeping Your Machine Safe

office printer security like a lock and key

Office printer security is not the first thing that comes to mind when you think about office equipment safety, but it is more important than you realize. Often the first thing we think about when it comes to viruses and internet protection is your computer itself.

A multifunction printer has a functioning hard drive and WiFi capabilities, just like your computer does. Once your printer joins your local network, you are just as vulnerable to viruses there as you are on your computer, phone, or tablet. However, the good news is that there are some preventable measures you can take to make sure that you don’t set yourself up for a security risk.


Increase Workplace Security

The first and most obvious step is to make sure all of your workplace office equipment is password protected. Another solution is to appoint an office administrator in charge of printing services in order to control who may access the machine. As an added bonus, this may also deter people who waste paper and ink in the office by printing things unnecessarily.


Keep Your Internet Protected

This is another obvious step, but it’s one that some people tend to overlook for that very reason. Make sure your internet is highly secure and password protected, and that the public is not using it. If you have to have public internet available, do not connect your printer to it. Instead, set up a private network so that you and your staff can retain your privacy and protect data from public hackers.


Document Solutions That Keep You Protected

One of the other things you can do to improve office printer security is to install document solutions that can run encryptions to keep your important information safe from hackers’ eyes. This will assist in wiping out the memory that your printer could be storing and ensuring that all of your documents are destroyed properly.  


Invest in New Technology

Some of today’s multifunction printers are intelligent enough to have their own data encryption services that utilize a secure cloud connection to store your data when you send it to print. After data is sent to the printer, it can be set up to require user authentication to continue. This secure cloud technology is generally available on newer, higher tech machines and depends on the brand.


Certain models are better than others for keeping your office secure, so talk to your local office automation expert to find out more about your needs and wants. Together, we’ll make sure that all of your important information stays only where you want it to be.


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