In many companies, almost every work process is linked in some way to office equipment. From a GDPR perspective, latest-generation printers – always connected to the cloud and easily accessed remotely by any employee – can expose organisations to a number of serious risks.
Printed documents are fundamental to day-to-day work, yet printers are not always part of the cybersecurity strategy, even though they are in every office. These seemingly harmless devices can contribute to security or privacy breaches. Find out how they can pose a threat to companies and why it is important to use them properly:
What is the GDPR?
The General Data Protection Regulation (GDPR) is the European Union's framework for protecting personal data, setting out clearly how it may be processed. The regulation came into force on 25 May 2018 and applies to all companies and to processors responsible for handling personal information on behalf of a data controller.
The GDPR was designed to motivate organisations to implement effective security measures in response to the threats of a constantly changing technological environment.
What are the GDPR principles?
Under the GDPR, organisations must define a clear and transparent privacy policy, collect and store only the data that is strictly necessary, and have a well-defined purpose for collecting personal data. Companies are also obliged to store information securely and to correct inaccurate data.
The European regulation sets out several key data protection principles that underpin its many requirements:
Why printers are a risk
Most technology has evolved significantly in recent years, and printers are no exception. Today, businesses use multifunction devices – smart machines that perform sophisticated tasks well beyond simply printing a document.
Latest-generation printers capture, route and store a wide range of information, some of it potentially sensitive. Data can be redirected or intercepted, creating a weak point in the security strategy. In general, companies tend to focus on protecting servers and computers, but any data sent between devices, including printers, is vulnerable to cyberattacks.
Like any other connected device, printers can be targeted by hackers, so they need to be included in security plans in order to comply with the GDPR. Unprotected devices expose the business significantly, yet some companies simply do not know that information is often sent unencrypted across the network when documents are printed.
Possible GDPR breaches involving printers
As security threats grow, so does the need for a secure document printing environment. Here are the solutions you can adopt to avoid security breaches and comply with the GDPR:
Implement an access control system
Devices within a company must be protected against unauthorised use to reduce the risk of a data breach. Latest-generation printers let you set a personal code for each employee to access the device. This can also help store preferred print settings, making printing easier.
The Ricoh multifunction printers in the ROEL portfolio are equipped with a modern swipe-and-go card authentication system that removes the need to remember usernames and passwords. With this flexible solution, companies can control access to devices while striking the right balance between user convenience and security.
Encrypt data before printing
Data sent to the printer travels through a network of connected computers. While the original information is protected by the source system, at the moment of printing it can easily be intercepted and read if it is not encrypted. That is why encryption is recommended before printing, to properly protect data as it moves through terminals, cables and other points on the network.
Keep printer software up to date
Like other devices, printers need regular updates. Some products have firmware that helps them run, while others may also include antivirus or anti-malware software. Because updates bring new features, printers become less vulnerable.
Set up a document management system
Document management is another good way to keep data secure. It is important to monitor who prints which documents and to make sure sensitive information does not fall into the wrong hands.
Managed print services
A poor printing strategy can jeopardise the security of personal data. To prevent information leaks and reduce security risks, managed print services are recommended. ROEL offers secure printing solutions to its clients, such as user authentication through Ricoh Smart Integration.
How can ROEL help? Specialising in printing solutions, services and equipment, with its own nationwide service network, our company focuses on data security and protection without placing an extra burden on your team. Our printers meet high security standards you can rely on, helping you keep up with industry compliance expectations and GDPR requirements.
Printed documents are fundamental to day-to-day work, yet printers are not always part of the cybersecurity strategy, even though they are in every office. These seemingly harmless devices can contribute to security or privacy breaches. Find out how they can pose a threat to companies and why it is important to use them properly:
What is the GDPR?
The General Data Protection Regulation (GDPR) is the European Union's framework for protecting personal data, setting out clearly how it may be processed. The regulation came into force on 25 May 2018 and applies to all companies and to processors responsible for handling personal information on behalf of a data controller.
The GDPR was designed to motivate organisations to implement effective security measures in response to the threats of a constantly changing technological environment.
What are the GDPR principles?
Under the GDPR, organisations must define a clear and transparent privacy policy, collect and store only the data that is strictly necessary, and have a well-defined purpose for collecting personal data. Companies are also obliged to store information securely and to correct inaccurate data.
The European regulation sets out several key data protection principles that underpin its many requirements:
- lawfulness, fairness and transparency;
- purpose limitation for the use of personal data;
- data minimisation;
- accuracy;
- storage limitation for personal data;
- integrity and confidentiality;
- accountability.
Why printers are a risk
Most technology has evolved significantly in recent years, and printers are no exception. Today, businesses use multifunction devices – smart machines that perform sophisticated tasks well beyond simply printing a document.
Latest-generation printers capture, route and store a wide range of information, some of it potentially sensitive. Data can be redirected or intercepted, creating a weak point in the security strategy. In general, companies tend to focus on protecting servers and computers, but any data sent between devices, including printers, is vulnerable to cyberattacks.
Like any other connected device, printers can be targeted by hackers, so they need to be included in security plans in order to comply with the GDPR. Unprotected devices expose the business significantly, yet some companies simply do not know that information is often sent unencrypted across the network when documents are printed.
Possible GDPR breaches involving printers
- unencrypted data, vulnerable to interception;
- theft of personal data;
- outdated print servers whose security features do not meet industry standards;
- unauthorised access to information on printed documents;
- unauthorised configuration changes;
- mishandling of printed documents or careless disposal of printers at the end of a lease;
- disclosure of printed data to third parties, or sending documents by email/fax to the wrong recipients;
- printed documents belonging to different users getting mixed up;
- human error, such as leaving sensitive or confidential documents in the printer, which could amount to a GDPR breach.
As security threats grow, so does the need for a secure document printing environment. Here are the solutions you can adopt to avoid security breaches and comply with the GDPR:
Implement an access control system
Devices within a company must be protected against unauthorised use to reduce the risk of a data breach. Latest-generation printers let you set a personal code for each employee to access the device. This can also help store preferred print settings, making printing easier.
The Ricoh multifunction printers in the ROEL portfolio are equipped with a modern swipe-and-go card authentication system that removes the need to remember usernames and passwords. With this flexible solution, companies can control access to devices while striking the right balance between user convenience and security.
Encrypt data before printing
Data sent to the printer travels through a network of connected computers. While the original information is protected by the source system, at the moment of printing it can easily be intercepted and read if it is not encrypted. That is why encryption is recommended before printing, to properly protect data as it moves through terminals, cables and other points on the network.
Keep printer software up to date
Like other devices, printers need regular updates. Some products have firmware that helps them run, while others may also include antivirus or anti-malware software. Because updates bring new features, printers become less vulnerable.
Set up a document management system
Document management is another good way to keep data secure. It is important to monitor who prints which documents and to make sure sensitive information does not fall into the wrong hands.
Managed print services
A poor printing strategy can jeopardise the security of personal data. To prevent information leaks and reduce security risks, managed print services are recommended. ROEL offers secure printing solutions to its clients, such as user authentication through Ricoh Smart Integration.
How can ROEL help? Specialising in printing solutions, services and equipment, with its own nationwide service network, our company focuses on data security and protection without placing an extra burden on your team. Our printers meet high security standards you can rely on, helping you keep up with industry compliance expectations and GDPR requirements.
