Security

RYAN Business Systems In Connecticut offers multiple HDD Security options
 
 
 
 
Document security in the workplace is one of the most common inquires we get here at RYAN.

You’re probably requiring employees to enter passwords to use their computers; you’re running the latest antivirus software on those computers; you’re encrypting email; you’ve even forbidden the use of personal mobile devices on your network.  You’re confident you’ve secured the most vulnerable endpoints of your network to reduce the risk that your company will experience a painful and costly data breach. But have you?

An area that is often overlooked in your security plans are printers and multifunctional devices (MFDs) That can be dangerous.

Fortunately, securing your printer and MFD endpoints doesn’t have to be difficult. Regardless of the size of your company, here are seven essential steps you can take: 

  1. Control access to devices and administration settings

Only let your network administrator change passwords, account names or other settings on the device. They should change all default passwords and account names, be charged with configuring device and security settings and be able to remotely change settings.

  1. Require users to enter PIN, ID and password, or use a card login to retrieve print jobs

Many data loss points are due to leaks caused by unclaimed print jobs picked up from printer/MFD exit trays. Don’t let the device print a job unless the user is at the device. Using a print management system with “follow me” printing provides the convenience of being able to accomplish this at any printer on the network.

  1. Encrypt data between computer and print device and on the hard disk drive (HDD)

It’s good practice to encrypt all network traffic, including print jobs going over the network, to prevent interception of vital data. Almost all office MFDs have an HDD to spool and store data that will be printed or sent using scan and send or fax features. Encrypting the data as it resides on the HDD (using the FIPS 140-2 security standard) makes it difficult or impossible for hackers to read it. Erasing the data on the HDD makes sure the data is also overwritten. When disposing of any printer or MFD, the HDD erasure should be verified, or the HDD should be removed and destroyed separately.

 

  1. Restrict scan users and destinations; encrypt PDFs

The most used “multifunction” on today’s MFDs is scanning, and unrestricted scanning can mean unwitting or malicious guests and insiders can scan documents into the wrong hands. Protect those documents by creating encrypted PDFS, setting permissions and passwords and even adding digital signatures when scanned at the MFD. 

  1. Regularly check for and implement firmware updates

This ensures the latest security setting and features are available for your print device. Make sure any firmware updates are digitally signed by the manufacturer of the device.

  1. Use a print platform that integrates with a SIEM system

If you use a Security Information and Event Management (SIEM) system, work with a printer or MFD provider that has a platform that integrates with it. Having visibility to changes in settings, failed authentication attempts or new applications being added provides the insight you need to react and defend your company’s data and reputation.

  1. Use features that protect the printer from malware and tampering at startup and during operation

Use a print device that is designed to secure the device during startup and continuously while it is running.  Devices that can verify system startup check the authenticity of code used to boot the device (boot code, operating system, firmware) to ensure that it is in fact authentic and has not been tampered with and if the code has been tampered with, prevent the device from starting (limiting impact by halting the boot process of the compromised device before it can cause harm). Once running the system should also offer a means to continuously validate any applications that start as authentic and only allow those that have been ‘White-Listed’ using a system like McAfee Embedded Control to ensure that only authorized applications are allowed to run. Connected devices all present a potential weakness simply by being connected, securing their boot code and controlling the execution of application code using ‘White-listing’ offers the type of device-level protection businesses should be looking for.

At RYAN, we offer an extensive library of  whitepapers and Security Hardening Guides that go over many other security features, settings, and steps that can be used. RYAN can help you determine the best products, settings, and strategies that can help you harden your printer and MFD endpoints, making them a better-protected part of your network.

 

Document security in the workplace is one of the most common inquires we get here at RYAN.

You’re certainly requiring employees to enter passwords to use their computers; you’re running the latest antivirus software on those computers; you’re encrypting email; you’ve even forbidden the use of personal mobile devices on your network. You’re confident you’ve secured the most vulnerable endpoints of your network to reduce the risk that your company will experience a painful and costly data breach. But have you?
An area that is often overlooked in your security plans: printers and multifunctional devices (MFDs). That can be dangerous.

Fortunately, securing your printer and MFD endpoints doesn’t have to be difficult. Regardless of the size of your company, RYAN has the solutions to fit your requirements.

Your MFP has a hard drive and may be accessible online. As a result, like any other computer on your network, you have the responsibility of ensuring the security of any confidential information it may contain. While this may be obvious to IT professionals, we want to make sure that all of our customers are aware of the risks and have the information to protect themselves.

Please see our extensive resource library on this page, for the latest pertinent information, and read the article, above, for all 7 steps.

 

As a part of our extensive security product and service options, we also offer the following:

Hard Drive Removal and Replacement – Upon your request, we will remove the drive from any Canon or Kyocera MFD in coordination with your IT staff and will return it to you for disposal. The fee varies based on the product. If you’re leasing your equipment, a new hard drive is required to meet the lessor requirement that you return the system in working condition. If you own your system and will be disposing of your company’s drive, replacement is optional. If you plan to trade in your system, a working drive is necessary to have viable trade-in value.

Please give us a call at 800.842.1916, or fill out the form if you have any questions or require support in this area.


Your organization relies on complex networks of connected people, processes, and technology to get the job done. And securing data is more important than ever before. Your multifunction printers are an integral part of this connected network helping to safeguard sensitive information, protect employee and customer data, and assist in your regulatory compliance efforts. 

Many of our customers hear us reference terms about office equipment and data security on a daily basis. Sometimes, those terms might not be as familiar to our customers as they are to us. No worries!

With that in mind, we put together this short (under 2 minute) “Cliff Notes” style video of common security terms. More questions? Contact us: 800.842.1916