A number of small and medium scale businesses and even the big scale firms in Australia are following the enhanced privacy legislation to meet the notifiable data breaches. Through the laws and norms in place, the firms are able to prevent data insecurities. At the same time, maintenance of information security is crucial for complying with legislation, and even to be in the confidence of partners and customers of safe and secured business dealings.
By no means should the document be allowed to go into the wrong hands, unfortunately, it happens almost daily, when the businesses are not enough vigilant, and when unchecked human errors go on.
Hence, all businesses have to consider document security, despite the company size. The criminals find the small businesses as the easy targets. It is because the criminals presume the small businesses are less likely to have the effective document security imbibed in place.
Nevertheless, securing confidential information properly need not be much expensive or complicated, so small size business firms must ensure having effective document security tools and processes.
By following these three chief ways, you can secure your confidential documents.
i. Printing Authentication
Through print authentication, the employees can control the documents being printed, and be in front of their set up A4 Colour Printer to be ready for collecting them before others get any chance in reading the documents.
Print authentication makes use of a unique code or else a swipe card allocated specifically to the individual employee. Initially, this system holds the document till the employees are using their credentials for further requesting them to be printed at the printers. When they are swiping their cards or entering their code, the printing job gets released.
It is an approach for fewer documents will be printed and least will be left printed output tray, as the person getting the printing job done have to be present at the printers before the documents will be printed, need not be present always. It helps in reducing paper wastage as it occurs when the people tend to forget they have already printed documents out, and have to print again. It might also be that they are not aware about the documents have been printed, or else they are assuming they did not print them in the first place. Thus, print authentication reduces cost and even improves document security.
ii. Securing Data Returns
Printing devices like the A4 Colour Printers have the ability in holding documents copies for printing, scanning, faxing, and copying on the machine. It means accessing the documents becomes easier after they are printed. Ensuring the information of the company is secured when the printer has reached the end of its life, there are two security levels -
1. OPS bizhub Security -
It includes the machine's automated configuration, automated files deletion, password protection, encrypting hard drives, and a notice on the machine's front by sending alerts about security measures to the staff.
2. OPS Secure Returns -
It includes the bizhub Secure’s standard features, and even service engineers to visit your place for removing the hard drive, and returning it for disposal and security procedures.
The first step in preventing data breaches is preventing human errors. So, the office staff must be made aware of keeping the documents secured. They have to be careful about the confidential documents, print the documents only where they are assigned, and forgo keeping the documents in plain view. Following the discussed steps will be helpful in keeping all the information safe.
