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Spot the security threats

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Most small businesses don't think document security matters. But 70% of organizations have had one or more accidental data breaches through printing1. 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 2010 "Annual Study: US Cost of a Data Breach." The Ponemon Institute, LLC, March 2011.

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
SSB3aWxsIG5vdCBwdXQgbXkgY29tcGFueSdzIGRhdGEgYXQgcmlzaw0K SSB3aWxsIG5vdCBwdXQgbXkgY29tcGFueSdzIGRhdGEgYXQgcmlzaw0K SSB3aWxsIG5vdCBwdXQgbXkgY29tcGFueSdzIGRhdGEgYXQgcmlzaw0K SSB3aWxsIG5vdCBwdXQgbXkgY29tcGFueSdzIGRhdGEgYXQgcmlzaw0K SSB3aWxsIG5vdCBwdXQgbXkgY29tcGFueSdzIGRhdGEgYXQgcmlzaw0K SSB3aWxsIG5vdCBwdXQgbXkgY29tcGFueSdzIGRhdGEgYXQgcmlzaw0K
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
Printing
Deleted
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:

Use MFP's that 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
Password ********

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.

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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.

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Further reading

Learn how you can be productive and cost-effective as well as secure.

Read more
Seven workplace hacks for smarter document workflow

Allow information to flow quickly and securely through your business.

Read more
Read more
Anatomy of an intelligent print environment

Learn how to manage information workflow to the people who need it.

Read more
Read more
Print Cost Analysis

Work out your print volumes and your total cost of ownership.

Read more
Read more
ConnectKey Demo

See first-hand how printing and scanning apps can be customized for your needs.

Read more
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About us

We're Xerox. We believe that improving the flow of work is core to improving the way you work.

We help companies attack inefficient document workflow, so work can work better.

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