Printer and Document Security

Kyocera have long-since recognised the importance of security for your documents. In an organisation, there may be a huge amount of entry and exit points from which data, including personal data, can flow. These include by electronic means (e-documents) and more traditional paper formats (scanned paper). It is important to understand where this data is captured, processed, output and retained.

Multifunction Printer (MFP) Security

Today’s office print devices have come a long way from the standalone basic devices that once existed. Nowadays, printers and multifunction printers (MFPs) are intelligent networked assets, that like a PC contain a screen, a keyboard, a hard drive (which can potentially store sensitive information) and an Operating System (OS).

Increased cybercriminal activity that is directly targeted at networked devices, including printers, has been highlighted as a weak link in the defence against corporate data theft and malicious attack.

Most enterprises actually overlook printer security and therefore these could be infected by malware that end up compromising the entire network and potentially allow for data breaches. To complicate the matter, regulatory changes such as GDPR, contain potential ruinous financial and legal implications for non-compliance.

Recent GDPR regulations imply that organisations take immediate action to incorporate MFPs into their overall data protection and security strategy. At Kyocera, we have evaluated all the following potential MFP Security vulnerability areas; that can be mitigated by implementing the security measures (including encryption of MFP hard-drives).

Cost, control and security is the ability to monitor and track output from your print fleet. Control document output by knowing what is printed where and by who. Also, secure access to printers and MFPs by either implementing user logins, proximity ID cards, pin numbers or biometric authentication so that users can securely release print jobs using their fingerprint.

KYOCERA SecureAudit is an application that gives your organisation the ability to see what vulnerabilities may be on your devices and highlight gaps to be actioned. 

Cost, Control and Security

Cost, control and security is the ability to monitor and track output from your print fleet. Control document output by knowing what is printed where and by who. Also, secure access to printers and MFPs by either implementing user logins, proximity ID cards, pin numbers or biometric authentication so that users can securely release print jobs using their fingerprint.

KYOCERA SecureAudit is an application that gives your organisation the ability to see what vulnerabilities may be on your devices and highlight gaps to be actioned. 

There are a choice of solutions and KYOCERA HyPAS applications that makes secure print release easily accessible and affordable like Print&Follow. KYOCERA Net Manager, PaperCut, MyQ or Equitrac are examples of print management software that deliver security benefits:

• Use the MFPs existing front-panel keypad for authorisation and authentication
• Login with PIN, swipe-card or fingerprint
• Tracking of print and associated costs by individual user, office or department

Documents left on the output tray account for the one of the biggest loss in data especially when combined with employees leaving sensitive information on their desk. The IT managers that Kyocera engages with, on a consistent basis strongly believe that ‘user education’ is the ideal way to encourage best practice printing.

The Human Factor

As a corporate responsible partner, Kyocera try and discourage printing where is not needed. We don't want to stop people printing. We simply think that sometimes, people, and not everyone, need reminding that wasting paper, ink and toner doesn't make economic or environmental sense.

Documents left on the output tray account for the one of the biggest loss in data especially when combined with employees leaving sensitive information on their desk. The IT managers that Kyocera engages with, on a consistent basis strongly believe that ‘user education’ is the ideal way to encourage best practice printing.