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 realise – 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 Colour 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 Colour 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.

Крупный план интерфейса цветного МФУ Xerox VersaLink C415

Xerox® VersaLink® C415 Colour Multifunction Printer

Офисный помощник с поддержкой ConnectKey® и разных форматов печати, который превзойдет ваши ожидания.

Xerox® AltaLink® B8200 Series Multifunction Printer in an office

Семейство МФУ Xerox® AltaLink® для больших объемов печати

Ознакомьтесь с нашим ассортиментом принтеров AltaLink для цветных принтеров большой емкости с технологией ConnectKey для повышения производительности и безопасности.

Xerox® VersaLink® C405 Colour Multifunction Printer

  • Цветное МФУ с поддержкой формата A4

  • Копирование, печать, сканирование, факс, электронная почта и облако

  • Идеально для рабочих групп от 2 до 10 пользователей

  • Беспрецедентная многофункциональная производительность и высокое качество цветной печати

  • Компактный размер, высокая производительность, соответствие потребностям бизнеса

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

Статьи по Теме

  • Students working at a table

    Образовательная организация внедряет инновации в процесс обучения, чтобы сделать образовательные материалы более доступными для восприятия.

    Сотрудники CRC Formation предлагают студентам новые способы обучения с помощью Xerox® Workflow Central.

  • Man sitting at desk on laptop.

    Бизнес-пример Bell Law Group

    Узнайте, как ведущая юридическая компания по трудовому праву преодолела трудности, связанные с обработкой и отправкой документов, благодаря инновационным решениям Xerox® Workflow Central.

  • cybersecurity

    Cybersecurity Readiness Guide for Small and Medium Businesses

    Discover how to stop hackers in their tracks. Protect your business from rising threats with Xerox's comprehensive guide. Learn essential steps to safeguard your organization, secure employee credentials, and prioritize critical data.

  • Man printing from a print kiosk.

    IESE Business School Case Study

    Discover the strategic impact of Xerox Managed Print Services on a leading global business school, propelling the institution into a new era of digitisation while enhancing the student experience.

  • Woman working at desk on her computer in her house with child on her lap.

    Make hybrid work, work

    See some of Xerox's top tips for making hybrid work, work for both small and medium businesses.

  • Hands typing on keyboard with app overlay

    3 Essentials to Cybersecurity

    Discover how Xerox technologies can help to secure your printer and data.

Поделиться