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What to Look for in a Secure Printing Solution

Secure Print

The pandemic changed how we work by exponentially transforming the digitalization of how we interact with co-workers, data, and documents.

Corporate mobility and digital collaboration have become mainstream best practices to execute our work and recruit new employees.

For most companies, the flexibility of this new paradigm is no longer an option. Survival of any business today, regardless of industry, requires quick adaptation and modifications. A key benefit of this shift is the ability for businesses to more easily reach their customers and personalize services. However, with every positive there are negatives and a key challenge that has emerged is the drastic increase in security vulnerabilities.

As our growing dependence on digital tools and solutions continues to increase, so does the challenge of keeping our data secure.

As employees continue to extend their distance from traditional office space, whether via work from home or just more digital access points, the number of potential cyber-attacks has dramatically increased. Confidential data and shared documents are now accessed from home networks, of which companies have virtually zero control.

It’s become clear that businesses need a trusted security partner – specialists in IT solutions, software, and document solutions. Regretfully, companies are faced with a double-edged sword. In order to compete in today’s world, they must embrace digitalization and technology, but with that, they become increasingly vulnerable to security threats. This dichotomy creates a clear scenario that many businesses haven’t fully digested – they won’t get a second chance to right the wrongs of any security breaches.

The volume of documents being digitally shared continues to sky-rocket. Businesses that neglect to prioritize document security are placing themselves in a precarious position.

So now that we’ve documented the problem, it’s logical that you ask: What makes a secure printing solution? Regretfully, a “one-size-fits-all” approach to print and document security is no longer practical.

Given the volume and complexity of today’s security threats, today’s business leaders need a partner to provide them with a personalized security solution to fit the unique needs of their business.

Employees still need to share, print, and scan documents – regardless of their physical location. Without a secure document management solution, companies are at risk of confidential documents falling into the wrong hands. Cloud solutions will continue to take center stage and businesses must ensure a secure migration so that employees can work together efficiently and safely.

There are three criteria to consider when choosing a secure printing solution:

  1. Confidentiality

    – Only authorized users should have access to view, download, print, or edit documents and data. With more and more devices accessing shared networks, businesses must control access permissions and track usage from approved devices.

  2. Integrity

    – Information that employees access must be accurate and correct. To maintain integrity, information assets must be protected against unauthorized alteration by malicious third parties.

  3. Availability

    – It’s critical to ensure that documents and data be accessible when authorized users need to access them, while ALWAYS maintaining confidentiality and integrity.

These are the pillars that will fortify cybersecurity success and allow companies to optimize the benefits of digitalization and technology without compromising security.

BDS has an impeccable reputation for putting these values into action to protect our customers and their data. We offer greater consistency and control, providing our customers with the tools and solutions necessary to build robust and proactive best practices to grow and protect their business, by turning these challenges into new opportunities for improvements in efficiency and productivity.

A few examples of tools we have at our disposable include:

  • Connector:

    a business application created to simplify document scanning and sharing from a network-connected MFP (Multi-Function Printer) to an existing installation of Microsoft SharePoint, Exchange, and/or OneDrive.

  • Kyocera’s OnBase Connector:

    companies can scan, index, and route documents to their enterprise content management application directly from their HyPAS-enabled Kyocera MFP – facilitating the secure collaboration and exchange of information.

  • Kyocera Fleet Services:

    regularly update the device firmware to prevent vulnerabilities while auditing log function to enhance compliance. Remote management maximizes your print fleet’s potential without the need for costly onsite visits. With the rise of remote working, being able to monitor multiple devices across multiple locations will prove to be invaluable.

With constant evolving technologies and rapid digital transformation, it’s imperative to take a holistic approach to cybersecurity. Businesses can’t afford any weak links in the overall security chain and document security is no different. Device consistency and control enable you to enjoy the benefits of digitalization without putting your valuable data at risk.

We hope this blog provides a clear picture of why secure print solutions are necessary for your business. If you need help, we’d love to speak with you. Put BDS’s 40+ years of experience to work for you.

About BDS:

We recognize the changing scope of Office Document Technology in today’s workforce. Our mission has never wavered – bring excellence to every facet of the customer experience, creating a truly unique and unparalleled partnership. Your advanced copying, printing, scanning, and document management require a custom-tailored approach to meet the needs of your business. We assess document workflow needs by implementing analysis processes utilizing data collection agents and a customized systems audit process to determine the best practices for your office. We have the expertise to help you design a solution that fits your business.

About the Author:

BDS is an authorized office technology provider/reseller with corporate headquarters in Marlborough, MA, and offices throughout New England and Florida. Since 1978, we have supported local customers in Massachusetts, Connecticut, Rhode Island, New Hampshire, Vermont, Maine, and Florida with copier and printing solutions.
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Written By:BDS
June 22, 2022
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