Skip to main contentClick to view our Accessibility Statement or contact us with accessibility-related questions.

Five annoying ways to get document security wrong

Even the smallest businesses are starting to realize – document security matters. 

But while most stories about security breaches focus on secret government attacks and evil cyber villains, the most common threats are a lot less exciting. 

In practice, there are some annoyingly easy ways to lose sensitive files when you’re using the wrong kind of printer.

A graphic showing a private document on a printer

1. Like leaving them in the printer tray. 

You know that stack of documents lying on your printer? That’s wasteful. But it’s a threat too. In that stack might be someone’s pay review, your customers’ data or your company’s financial plans and roadmap. If you don’t want that stuff just lying around, make sure your printer’s smart enough to authenticate your users before it prints out their documents.

Looking for a smarter printer? You’re going to want to check out the Xerox® VersaLink® C400 Color Printer.

A graphic showing a private document in a gloved hand

2. Or sending files without password-protecting them.

You need to scan a file and send it to your colleague John. You’re in a hurry. So you scan the document really quick and mail it to John – the wrong John. Oops. 

Get yourself a printer that helps you password-protect files. 

A private document being taken from an unsecured folder

3. Saving the sensitive files in an unsafe folder. 

When someone needs to scan a document and then save it to the cloud, they usually need to save that scanned file somewhere local first.  

It might be their desktop or some local folder. But if they forget to delete that file after copying it to a shared Dropbox or Google Drive or wherever, you’ve got a problem. 

Make sure you’ve got a printer that’s smart enough to automatically save your users’ files in the cloud for them. And they won’t leave sensitive files lying around. 

A graphic showing a document being placed into a folder with an X on it

4. Getting someone else to print for you.

Sometimes remote workers need something printed before they come in. A common way around this is to ask someone else to print the file for them. 

But if they save that sensitive file in an unsafe place, you might be in trouble. 

If your printer supports mobile printing, your remote workers won’t need to go through someone else to print their files. And this won’t be a problem. 

Want to scan AND copy? Xerox® VersaLink® C405 Color Multifunction Printer. 

A graphic showing a folder on a printer

5. Leaving the data on the printer’s hard drive. 

You probably don’t think of your printer as a computer. But the smartest printers have hard drives and they’re central to the way information flows through your company. 

So make sure your printer automatically overwrites its own hard drive for you. More important, make sure the printer’s disk is well encrypted too. 

No business wants to lose its sensitive information. But you really don’t want to lose that information because of a simple, avoidable mistake. 

Avoid these by getting yourself a smarter printer – one that has all the features you need to secure the flow of information. 

And all the intelligence to help your users work in smarter ways. 

Get security right with Xerox® ConnectKey® Technology

Information security is a priority for every size of business. It’s why so many businesses count on Xerox® ConnectKey® Technology to protect themselves. And it’s why the Xerox® VersaLink® C405 is the smartest printer you’ll find. Get in touch with your reseller to find how it can improve your productivity, mobility and security.

 The word "security" with a padlock icon

Xerox® ConnectKey®

Find out how ConnectKey® from Xerox helps keep your documents secure.

Xerox VersaLink C405 touchscreen interface

Xerox® VersaLink® C405 Colour Multifunction Printer

Xerox® ConnectKey® technology enabled smart Workplace Assistant

Co-workers writing on a white board

AltaLink® MFP Family

ConnectKey-enabled, high-volume, multifunction printers with scalability, power and security for large workgroups.

Xerox® VersaLink® C405 Colour Multifunction Printer

  • Colour MFP with support for Letter/Legal

  • Copy, print, scan, fax, email, cloud

  • Best for workteams of 2 to 10 users

  • Unparalleled multifunction productivity with incredible colour quality

  • Designed small to perform big at the heart of your business

Man and woman in a busy modern office with a Xerox VersaLink C405 MFP

Related Articles

  • woman sitting holding tablet

    How Partners Help a Distributed Workforce Strategy

    Midmarket organizations face many challenges with distributed workforces. See how IT departments benefit from trusted partners to modernize remote and hybrid user support.

  • Woman holding blue toner cartridge

    The risks with bargain-brand toner

    Have you considered the risks of buying toner from a non-branded supplier?

  • A group of people meeting in a brightly lit conference room

    IDC MarketScape: Worldwide Cloud MPS Hardcopy 2022 Vendor Assessment

    Xerox named a Leader for our Managed Print Services (MPS) suite innovations in print and print-related services, including remote monitoring, content capture and data protection.

  • Blue blocks on a circuit board

    Leader in Quocirca's MPS Cloud Print Services, 2023 Report

    Quocirca named Xerox a Leader in its Managed Print Services Cloud Print Services 2023 Report over all competitors in the industry in strategic vision & completeness of service for our cloud-based device management, print management and productivity tools.

  • City street at night with blurred rays of light

    Xerox Wins Keypoint Intelligence — Buyers Lab, Inc. (BLI) Pacesetter Award 2022–2023 for Comprehensive Managed Print Services Programs

    Keypoint Intelligence – BLI recognizes Xerox Managed Print Services (MPS) a leader in cloud print management, advanced security, document workflows, and more with another Pacesetter Award.

  • Man standing in a server room.

    How Our IT Services Transform with Today's Workplace - Xerox

    Learn how Xerox provides innovative IT services that help small & medium-sized businesses solve challenges & stay competitive in an always-changing market.