On May 2018, the General Data Protection Regulation (GDPR) is going to be fully implemented. By now, you should have started your compliance efforts. If you have not done anything to prepare for it yet, it is imperative that you begin now. Most importantly, as you come up with a compliance plan, do not forget your print infrastructure.
It is important to note that the GDPR mandates organisations to ensure that information found in digital and paper documents are kept secure. What does this have to do with the print infrastructure of companies? While it is already the so-called digital era, printing is still an integral part of business processes in various organisations. Simply put, a number of companies still rely on printing devices.
Currently, many enterprises utilise multifunction printers (MFPs). These smart devices do more than just print and copy. It is an Internet of Things (IoT) device capable of capturing and storing information. Hence, unauthorised users may maliciously or accidentally access personally identifiable information (PII) held in these printing devices when they are left unsecured. Moreover, these MFPs may serve as gateways for hackers to get into the corporate network.
Suffice it to say, multifunction printers have vulnerabilities which may lead to data loss that can consequently infringe the privacy rights of EU citizens. A testament to this is a research stating that around 60% of companies report experiencing print-related data breaches.
However, despite the aforementioned facts and the impending implementation of the GDPR, many organisations are seemingly still complacent when it comes to the security of their print infrastructure. This is particularly true for EU companies. A report indicated that EU organisations are failing to keep pace with US companies when it comes to coming up with a GDPR strategy that includes print infrastructure security. While 78% of US companies say that print security is part of their GDPR compliance effort, only 45% of French and 33% of German companies claim the same thing.
If your printers and MFPs are integral part of your business processes, then it is imperative that you include the security of these devices in your GDPR compliance strategy.
How to Make Your Print Infrastructure Secure
The first thing you must do is to enlist the help of a reputable provider of managed print services (MPS). With their in-depth knowledge on print security technology, a company that offers MPS is in the best position to give you advice regarding print security. Furthermore, they can provide the technology and technical know-how you require in making your fleet of printing devices, whether old, new or a mix of both, secure.
To ensure the security of your print infrastructure, a comprehensive security assessment must be done to identify possible vulnerabilities. Based on the result of the evaluation, your vendor may recommend solutions for encrypting data and overwriting hardware disk.
Furthermore, since the GDPR requires companies to report breaches within 72 hours, it is necessary that you have the technology that allows intelligent tracking of printing devices. Being able to monitor the usage of your device, particularly who is using it and what data is being printed, can help you identify and abate data breaches. Moreover, with this technology, complying with GDPR’s reporting requirements can be easier in case you experience a breach.
With a few months left to go, making your print infrastructure GDPR compliant can be a daunting endeavour. But with the help of an established printing service provider, you can accomplish this task in time.
Want to know if your print infrastructure is GDPR ready? Call us at 01 460 4444 and talk to our print security specialist today.