With the European Union-wide GDPR legislation coming into force in May this year, it is more important than ever before that companies are compliant with the regulations. For businesses, this includes being aware of any possible data protection issues and taking steps to address them. With photocopiers there are several factors to consider:
1. Hard drive
As digital photocopiers have hard drives it is important that you take the appropriate precautions with these to ensure there are no data security breaches. At the start of a copier lease ensure that the hard drive has been wiped – a reputable supply company should carry this out as part of their service. Upon completion of the contract make sure that anything on the hard drive is deleted when the machine is returned too.
2. Enabling encryption
It is also important to ensure any data encryption software on the photocopier is enabled. This is so that if any unauthorised user does try to access data on the hard drive, it will be more difficult to be read/used by them.
A further way to reduce the likelihood of a security breach is to restrict user access to both computer files which contain sensitive data as well as to certain functions on the copier, such as reprinting documents. It is also a good idea to remind staff to remove printouts from the tray immediately to avoid sensitive data being seen by other employees.
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