Tips for Nonprofits: Protecting Data on Multifunction Copiers

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Today's copiers do a lot more than just "copy." The truth is that, while multifunction devices are copying, scanning, faxing, and printing, they're also storing your data on their hard drives--which means that you've got one more thing to be responsible for when it comes to your clients' data. Here are a few tips for protecting that information!

Work Smarter, not Harder

Although it may seem like a security risk and a huge problem for multifunction copiers to store your data on their hard drives, remember that these machines aren't trying to sabotage you. Storing info is an important part of your copier's job, and it only becomes a security issue if you don't handle it properly.

Now, while every company deals with this same challenge, the situation is especially delicate for nonprofit organizations, who use a lot of sensitive client information in the course of their everyday work--so let's take a look at what your multifunction copier might be storing. That way, you can truly take responsibility for your clients' data.

  • Documents. Multifunction copiers save data about every document they process--both incoming and outgoing. This means that everything you fax, copy, scan, or print is saved on the hard drives.
  • Network info. In order to communicate with your other devices, a multifunction copier uses and stories network information. This can be a big problem if it falls into the wrong hands.
  • User data. If you have user authentication protocols, your copier might be storing that information, too.

So what can you do? The best solution is to implement security processes that control copier access, protect your network, and ensure that all hard drives are wiped before the copier leaves your building. It's a big responsibility, but it doesn't have to be a chore.

Interested in security for nonprofits? Looking for more multifunction copier tips? Contact us today!