Many fail to realise the pervasive nature of print security. Here’s how a day can play out for two employees at firms with very differing print security approaches.
Meet Sam. He is an accountant at a successful logistics firm with offices across the country and operations all over the world. Now meet Emma. She does the same role as Sam at a rival logistics firm.
Sam and Emma clearly have a lot in common when it comes to their professional careers, but their firms have very differing views on print security.
Sam’s organisation has opted to maintain its legacy print systems, without the many security developments that can eradicate threats.
Meanwhile, Emma’s firm understands that inside a business, the right information does not always get into the right hands. As such, it has invested in the technology that gives the firm the print security it needs to ensure privacy and protect against attacks.
Such an investment has a demonstrability large impact on how Sam and Emma’s days can pan out…
‘He earns how much?!’
It’s the end of the month. Sam and Emma are organising the payroll for this month’s wages. Both of them elect to print out the wages master sheet, a document which lists all employees’ names and gross wages.
Sam prints this document and walks directly to the printer to collect it. However, on the way, his CFO, aggravated by some development, calls Sam into his office.
Dealing with the CFO’s urgent grievance distracts Sam long enough for the wages master sheet to be printed. There it is picked up by an employee who notices some variation in the wages between close colleagues. This sets off a series of awkward discussions within the organisation as sensitive internal information has found its way into the wrong hands.
At Emma’s company, she performs the same print job as Sam, and much like him is distracted on the way to the printer by a colleague. The difference this time is that Emma’s company has a Brother MFC printer, which only prints when users are ready to collect from the printer. Using an NFC (Near-field Communications) enabled ID card, Sam releases the document to be printed when she arrives and the politically-charged wages master sheet does not fall into the wrong hands.
‘Do you have my data?’
Both Sam and Emma are being visited by representatives from a firm looking to acquire their respective businesses. As part of the due diligence of the deal, this executive wants to see the firm’s accounts.
The executive visits Sam’s office, where he signs into the company’s visitor book. They fill in their name, company and further contact details before going through to see Sam.
Shortly afterwards, a journalist on separate business is looking at the visitor’s book and notices that this executive has visited the firm several times. It gives the journalist enough to suspect a deal is in the pipeline and they break the story.
Further to this, the executive calls back the following week and as GDPR has now come into effect, asks if their personal data is being retained for an unnecessary reason. Not only is that the case, but the personal data is still being displayed in a book that all visitors can view. The deal is very much off!
At Emma’s company, they use the visitor management solutions from Brother, where a Brother QL label printer facilitate signing in with just a few taps, while key information is wirelessly printed onto a high-quality badge. This process secures the visitor’s data and ensures GDPR compliance.
‘We’ve been hacked?’
Both Sam and Emma’s companies have vast amounts of data on clients. Working in accounts, both of them have access to invoices and corresponding bank details for hundreds of firms across the world.
Sam needs to print out the suppliers’ invoices which need to be paid this month, as he does this by batch he send the contact and banking details of 52 separate companies to the printer.
During this process, the printer at Sam’s firm is hacked and the data redirected to a malicious user. They are then able to use this information to attack the suppliers of Sam’s firm. This breach is later traced back to Sam’s firm, resulting in lost business and the potential for hefty fines.
Over at Emma’s firm, while she performs the same task, her firm’s Brother printer is encrypted, has authentication settings and security measures which stop the malicious attacker from gaining access to the printer’s sensitive information.
Cybercrime is not just the domain of computers and mobile devices – printers get hacked too.
Overall, a secure printing option as provided by Brother ensures that privacy is maintained while protecting against cybercrime.