As the business and education sectors move steadily towards digital transformation, data breaches are a growing concern and document security has become a top priority for both businesses and schools. Traditional print environments have been transformed as photocopiers and printers fully connect to central system networks, and the internet, producing their own security challenges when it comes to safeguarding sensitive information.
Why Document Security Matters
At Copybox we understand that document security is not just about safeguarding data and compliance with regulations; it’s about protecting reputations and building trust at the same time. In the same way as our customers expect us to protect them, through the equipment and software we supply to them, it’s equally as important for our customers to be able to secure data to keep their students and clients’ information safe too. It’s vital that we help them to maintain a secure print environment as a top priority.
Copybox Document Systems protect their customers by partnering with leading experts in their field including multifunctional printer (MFP) manufacturer, Develop, and PaperCut, the world’s leading supplier of print management software. When combined, Develop’s advanced range of multifunctional printers and PaperCut’s integrated software, deliver powerful data security while maintaining efficiency.
Secure Print Release
Develop MFPs, combined with PaperCut, offer secure print release functionality, ensuring that sensitive documents are only printed when the authorised user is present at the device. This feature reduces the risk of accidental data exposure by:
- Requiring the user to authenticate the release of their documents using either a PIN code, ID card, or mobile app before they are printed.
- Reducing forgotten print jobs, which often result in confidential information sitting unattended in output trays.
- Ensuring GDPR compliance by limiting unauthorised access to printed materials.
Businesses and schools both benefit as it prevents sensitive student information or confidential customer or account details from being misplaced, misused or stolen.
User Tracking and Reporting
With PaperCut, businesses and schools have access to powerful tools to monitor and control their printing activities:
- Comprehensive Usage Reports: Administrators can view detailed reports highlighting who is printing, what they’re printing, and how often. This level of transparency helps to identify potential security issues and misuse.
- Access Control: PaperCut allows businesses to set rules and user-specific permissions, restricting access to certain devices or features, which ensure that sensitive materials are handled appropriately.
- Cost Allocation: For schools, in particular, cost control measures, which includes charging printing costs back to departments or individuals. This helps to reinforce accountability while protecting budgets.
Built-In Security of Develop MFPs
Develop devices come equipped with cutting-edge security measures:
- Data encryption: Ensures information is protected during printing and storage of information on the hard drive. The hard drives feature military level encryption and standard security protocols.
- Secure erasure: Our MFPs automatically delete stored data on internal hard drives to prevent unauthorised retrieval.
- Firewall protection: With sophisticated real-time anti-virus software, like Bitdefender, acting like a gatekeeper, the Develop MFPs are guarded against external cyber threats, securing the MFPs against attacks.
Combining these reliable hardware features with PaperCut’s software gives customers added peace of mind as well as assured security, cost savings, and ease of use.
About Copybox Document Systems.
Copybox Document Systems is built on years of experience within the printer and photocopier industry and are a proud reseller of the Develop range of printers and MFPs all of which feature the most advanced technology. The majority of our customers have been recommended to us and we’re delighted to have built up an excellent reputation for delivering an unparalleled service to our customers and going the extra mile.
Our flexible approach to printers and multi-functional photocopiers allows us to find solutions that fit perfectly into our clients’ businesses, whether they are schools, colleges, small or large businesses, throughout Bedfordshire, Northamptonshire, Buckinghamshire and Hertfordshire. We’re here to help and advice. Contact us to find out more.
