a soccer ball

Most businesses don't think document security matters. However, the need for secure print solutions and services is heightened given the fact that 61% of organisations reported at least a single print-related data breach in the past year1. The consequences of these can be as expensive2 as they are embarrassing.

So here’s a quick guide to some common document security threats – and what you can do about them.

1 Managed Print Services Landscape, 2017, Quocirca, 2017

2 2015 Data Breach Investigations Report

a water cooler
a printer traya print out containing sensitive informationa printer

Threat #1

Documents lying in printer trays.

Why it’s bad:

Anyone can steal sensitive data.

What to do:

Switch to ‘secure printing’.

a printer
a printer's control panel
a laptop

Threat #2

Sensitive data being sent to the printer.

Why it’s bad:

Hackers can steal that data as it travels there.

What to do:

Add automatic file encryption.

a printer
a printer's control panel

Threat #3

Sensitive data stored on MFP hard drives.

Why it’s bad:

Your printers become targets for hackers.

What to do:

Automatically overwrite your hard drives.

a potted plant
a smartphonepersonal cloud appsbanned symbol

Threat #4

Scanning to unauthorized, personal cloud apps.

Why it’s bad:

You can’t govern the flow of confidential data.

What to do:

Simplify cloud-to-device workflows for authorized apps.

a filling cabinet
a football

Threat #5

Unsecured filing cabinets.

Why it’s bad:

Hard copies of sensitive data are easily stolen, lost or destroyed.

What to do:

Digitize and password-protect your legacy documents.

a printer
a printer's control panel
a security id badge

Threat #6

Unmonitored access to printers.

Why it’s bad:

You can’t see when or how your devices were used.

What to do:

Set up your MFP to log data and restrict who uses it.

an award hung on the wall
a table with a scanner and computer

Threat #7

Unrestricted access to scanned documents.

Why it’s bad:

Sensitive data could make it into the wrong hands.

What to do:

Password-protect scanned PDFs.

a coat and hat standa fire exstinguisher

Document security often sounds like the kind of thing that’s too hard to fix. But there are actually a number of straightforward, practical ways to get it right. So we hope you use the tips we’ve shared here to secure your company’s information.

This is too important to get wrong.

an office chair

Smarter ways to print with Xerox® ConnectKey® Technology

Find out how easy scanning, mobile access, and unsurpassed security can help you unlock the information in your paper documents—and unlock the productivity in your business.

a video about Xerox ConnectKey
a stack of printer paper

Further reading:

Learn how greater security can be just the beginning of your digital transformation journey.

Read more

Digital ambitions remain unrealised for most enterprises, a Xerox survey of IT leaders shows. The desire to transform to a digital rather than paper-based enterprise is clear and strong, but for most it's still out of reach.

Read more
Read more

Research shows that too many people are waiting too long to enjoy the benefits of digital transformation within the workplace. But with finite resources, how can enterprises do better for those (so far) left behind?

Read more
Read more

A more flexible, secure and efficient print environment for this aerospace and defence innovator.

Read more
an office dooran award, hung on the wall

About us

We’re Xerox. We help companies attack inefficient document workflow and believe that improving the flow of work is core to improving the way you work.

Talk to us