With an ever-increasing reliance on storage brought on by digital infrastructure, data security has become paramount for businesses of all sizes. While most organizations focus on securing their computers and servers, a critical but often overlooked area is the security of copiers, printers, and scanners. A recent discussion among enterprise IT managers revealed a surprising gap in asset management: the neglect of copiers due to a mistaken belief in their lack of data risks. This oversight could lead to significant vulnerabilities in data protection efforts.

The Hidden Risks of Imaging Assets

Imaging assets such as printers, copiers, and scanners are more than just peripheral devices; they are potential repositories of sensitive data. Modern printers and copiers are equipped with storage devices that hold not only the operating system, but also capture images that are printed, copied, or scanned. This means that every document processed by these devices could be stored and, if not properly managed, could become a treasure trove for data thieves.

The Importance of Asset Management

The discussion highlighted the critical need to include all imaging assets in the asset assessment process. This isn’t just about managing the physical devices but also ensuring the data contained within is securely managed and disposed of when necessary. Many newer models of printers and copiers come with factory reset features which restore the devices to their original state, removing stored emails, job history, network information, and other configuration settings. These steps are vital in complying with privacy laws and protecting corporate information.

Storage Devices in Printers and Copiers

With continuing advancements in digital imaging technology, printers and copiers now often include SATA drives, NVME, M.2, or other SSD-type storage components to store job history. These components must be managed with the same diligence as any other IT asset that holds data, ensuring that when these assets are disposed of, the data is securely erased or destroyed.

The Role of Finance and Purchasing Departments

Interestingly, the management of printers and copiers often falls under the purview of finance or purchasing departments rather than IT. This segregation can lead to gaps in the data security process, as these devices might bypass standard IT security protocols. It’s crucial for organizations to recognize this risk and ensure that these assets are integrated into the overall IT asset management (ITAM) process.

Managed Print Services and Leased Assets

For businesses that use managed print services other than DEX MPS, or that lease their printers and copiers, it’s important to understand that the responsibility for data security remains with the organization, not the leasing company or MPS provider. Ensuring that data on these devices is wiped clean before return or disposal is essential to prevent data breaches.

Your Data, Your Responsibility

The bottom line is clear: your data is your responsibility. As technology evolves, so do the risks associated with data security. By including copiers, printers, and scanners in your ITAM processes and ensuring that data stored on these devices is properly managed and disposed of, you can protect your organization from unnecessary vulnerabilities. We are here to help.

In conclusion, the security of copiers, printers, and scanners is a vital component of an organization’s overall data protection strategy. By taking proactive steps to manage these assets and the data they contain, such as consulting with one of our DEXperts, businesses can safeguard themselves against potential breaches and comply with data protection laws, ensuring their data—and their reputation—remains secure.