Dealing with privacy threats from an unusual source – Part II

Recently, we wrote about how the office copier and multi-function printer poses an increasing security threat (Privacy Threats – Part I), in that any equipment manufactured after 2002 contains a hard drive and therefore stores potentially damaging information. 

A CBS national report aired a year or two ago brought the problem into sharp focus, showing how simple it is to purchase a used copier from a warehouse where units, formerly leased to businesses, had been turned back in and were being re-sold to businesses in the US as well as overseas.

It’s understandable why these machines would be considered a good buy. Off-lease copiers still have lots of “shelf life” remaining. A copier in service at a bank for 3 years, for example, might still be very marketable, selling at a fraction of its original cost, to a print shop or a small business without the high-volume requirements that the bank might have had. 

But, the seller turns this equipment in at his or her own peril, unless steps are taken to remove the data stored on the hard drive with the original machine. Consider what information most businesses store on their copiers – paychecks, Social Security, birth certificates, bank records, income tax forms, healthcare records and much more.

The document generation industry has taken initial steps to address this concern, and undoubtedly greater precautions are forthcoming. Konica Minolta has built-in protection on their equipment which over-writes data and then encrypts it. SHARP offers a similar solution in its Data Security Kit.

Before you turn in your copier or MFP, here are some steps you should consider.

1. First, ask your office product dealer or trusted technician if there is a device in place to overwrite or erase the data that is on the hard drive; and if so, be certain that it is functioning correctly.
2. If not, ask about add-on options that will overwrite the data so that it is not accessible.
3. Or, ask about your dealer’s protocol is for dealing with hard drives where the information is stored. If the equipment does not come with an over-write option, the dealer may remove the hard drives, shred them and replace them with new drives.

In some instances, the manufacturer-provided solution (overwriting) may be sufficient. But if you are in a business that is concerned with provisions of HIPAA and Sarbanes-Oxley, a more aggressive treatment may be in order. Be absolutely certain, when returning or selling a copier, that all the information on the hard drive has been properly disposed of. If you have questions, don’t hesitate to give us a call.

To see a short video on what Sharp’s security package has to offer, click here.

Privacy threats from an unusual source

We have all heard the unfortunate horror stories about what happens when personal information, such as credit card numbers, gets into the wrong hands. Who can forget the national stories about the major clothing retailer whose customer database got hacked, with sensitive information(Social Security numbers and more) for thousands of customers being compromised?

Sad but true: it’s far too easy for the wrong people to get their hands on that kind of information.  Security is becoming an ever-increasing threat to the way we do business. Laws that attempt to protect information (HIPAA, for example) cannot deter a skilled hacker. It is up to the business owner to take the necessary steps to protect sensitive information. Even when a company thinks it is doing enough to protect the information of their customers, there’s another wrinkle that proves them wrong.

One such ‘wrinkle’ that has caught more attention recently is the issue of the office copier, or MFP (multi-function printer). In the last decade, all copiers and MFPs manufactured in the U.S.include a hard drive, not too dissimilar from what would be found on a laptop.

What that means is that any information that your copier has “seen,” from paycheck copies to W2 forms to healthcare forms to Social Security numbers, is stored on that copier’s hard drive. When a copier comes off lease and is traded in for a newer model, unless specific steps are taken to remove it, that sensitive information is at risk for being utilized by unscrupulous people.

How could this happen, you might ask? Consider what happens after a copier is turned back in to the leasing company. If the unit travels back intact, it is probably going to be reconditioned and re-sold.

Discover how we can help you quickly eliminate the danger of sensitive information ending up in the wrong hands. View our new website’s security page for solutions that will work for you.

*Check back next week for more details on steps you can take before returning your machine to a leasing company or selling it privately.*

February 2012 Event Calendar

Chocolate & Champagne Networking Event – Register Here
Thursday, February 9th @ 4 PM
Crowne Plaza Chicago – Northbrook (2875 N. Milwaukee Avenue, Northbrook, IL)
Cost: FREE – registration required – http://business.dpchamber.com/events/details/chocolate-champagne-networking-event-1422

Open House and Networking with the GOA – Register Here
Thursday, February 23rd @ 5 PM
DPOE Headquarters (1020 Bonaventure Drive, Elk Grove Village, IL)
Cost: FREE – enjoy wine, beer and hors d’oeuvres and learn more about the new Sharp interactive whiteboard and workflow management solutions for your company

Resolve to go paperless this year! Part 1 of 2

How often do you misplace files at your company? When was the last time everyone had to stop what he or she was doing to locate a very important contract? What happened when it became evident that the stack of papers piled up on your desk did not contain what you needed? These frustrating scenarios are all too common for businesses, but they can be avoided by making an informed decision.

Go paperless.

Studies show that professionals can lose up to 500 hours each year looking for documents. Document imaging services is part of our document management solutions at Des Plaines Office Equipment. It offers a better way to manage the records you rely on, by increasing productivity and reducing your costs in common business expenses like storage space, filing cabinets and reams of paper.

Here are four ways to can start becoming a paperless organization:

1. Scan and save all of your current paper records to a management software program. From there, you can save documents, link emails, and create company calendars in one place.

2. Use an electronic program to keep billable time records. This will also help with record keeping and accounting at the end of the year.

3. Keep physical copies only if the document is necessary. You shouldn’t try to get rid of all of your paper documenting practices when some are unavoidable.

4. Send electronic faxes or attach documents to emails. Traditional faxes are passe, e-faxes are the best way to keep your files organized and visible to other parties (when appropriate).

Check back later this month for the final four!

Inside the 1st Annual Technology Fair – in pictures

A representative from Sharp explains the uses of Sharp Interactive Touch Screen

Guests were invited to register to win various prizes, including a flat-screen TV as they picked up their name tags at the registration desk.

The audience had many questions about the technology, and our presenter was happy to demonstrate.

Did you attend the Technology Fair? What was your favorite learning segment?

1st Annual Technology Fair – December 1, 2011

Des Plaines Office Equipment Company (DPOE) will host their 1st Annual Technology Show at their office headquarters in Elk Grove Village on Thursday, December 1st. Attendees can stop by from 11:00 AM – 1:30 PM for the morning session or 3:30 – 6:30 PM for the afternoon session.

Date: Thursday, December 1, 2011
Location: 1020 Bonaventure Drive, Elk Grove Village, IL 60007
Who Should Attend: Business Executives, IT Professionals, Organization Leaders

“This year, we are inviting all our guests to experience technology that will change the way you do business,” states Chip Miceli, President of DPOE.

Here are some of the features of this year’s show:

Experience the Newest Interactive Touch-Screens:  Available in screens up to a spectacular 70″ class (69-1/2″ diagonal), these LED-LCD interactive displays gives you convincing reasons to think BIG – with brilliant color images for greater communication power. Superior collaborative ease with touch-screen convenience. For versatility and performance in business meetings, teleconferences, whiteboard presentations, training/classroom instruction and high-impact signage, there’s never been a better time to think BIG – and think Sharp.

Document Management Innovations: A document management system can be used to capture and organize all of these documents into easy-to-find electronic documents. Paper documents are scanned into the document management system. The electronic records could be either stored in the system or pointed to from another system. A document management system has the power to tie these documents together.

Receive a Technology Assessment: This is a streamlined approach to help companies more efficiently manage their IT and document output infrastructure. It also  assesses the services, supplies, vendors and costs and gives a senior level executive deep visibility into the infrastructure, critical systems and output devices!

The DPOE Technology Show will feature additional presentations on document workflow – how documents are shared inside (and outside) an organization.

To register for the DPOE Technology Show, please visit the following link – https://events.r20.constantcontact.com/register/eventReg?llr=xbbppjcab&oeidk=a07e58c8ab10a9d64c0.

How to Decrease Costs by Scanning

When you look around your office, how much space do you see allotted to filing cabinets?  Have you ever considered other uses for that space?  For a company trying to store just 2 million documents, filing cabinets can cost between $40,000 and $60,000.  Considering that 45% of those documents are likely duplicates, the cost of storage alone is a considerable investment.

What if there was a fire, flood or other unexpected occurrence? Your documents may likely end up unsalvageable. Fire proof cabinets are unfortunately unable to protect from the water damage of a sprinkler system.

There are a number of advantages to scanning files:

1. Cost: Consider the price of not only paper, ink, and toner to print, but storage space and manpower. If any of your employees can access a file electronically from your server without spending time hunting down a paper trail, that’s a considerable boost to productivity.
2. Accessibility: In these days, working remotely is commonplace. If your employees can access the needed materials from anywhere, it frees up a significant chunk of time that could be well spent building your business.
3. Disaster Recovery: Scanning allows you to keep backup copies of your files in a secure offsite location. In case of a catastrophe, your files are safe.
4. Theft: Files located on a password-protected server are far safer than paper copies in an office. File cabinets can be breached significantly easier than a server can be. Depending on your industry, this can also help you work within compliance and privacy laws as well.

Essentially, scanning is a great choice for your business on a number of levels. The tangible cost savings in paper, ink, and other supplies can be an enormous boost to your budget. It also helps productivity by making files easily accessible to all (no more wandering around the office trying to find out who had it last, and if they’re done with it). Scanning allows for your documents to be backed up and safe from unexpected disasters, and gives you peace of mind by helping you with compliance measures.

You may have more ideas, and we’d love to hear them! If you’d like to discuss your options when it comes to scanning equipment, we’re always happy to help. Please contact Des Plaines Office Equipment Company at 847-879-6404.