Coordinated Business Systems Blog

Secure Printing: Top 5 Tips for New Employees

When talking about security, we generally hear about cybersecurity and everything that goes along with that as it's changing rapidly. During these conversations, copiers and printers are typically overlooked as potential security threats. However, these devices can store sensitive information and be vulnerable to cyber attacks if not properly secured. Here are the top five things new employees should know about device security:

  1. Use Secure Printing: Encourage employees to use secure printing features offered by the copiers and printers. This typically involves requiring a personal identification number (PIN) or a swipe card to release a print job. This ensures that documents are not left unattended on the printer and are only accessed by the intended recipient.

  2. Be Aware of Phishing Attacks: Phishing attacks can trick employees into revealing sensitive information or installing malware on their devices. Educate employees about the dangers of phishing emails and how to recognize them. Advise them to never click on links or download attachments from unknown senders.

  3. Keep Software Up to Date: Regularly update the firmware and software on copiers and printers to protect against known vulnerabilities. New employees should be informed about the importance of updating their devices and encouraged to report any issues or suspicious activity to IT immediately.

  4. Practice Secure Document Handling: Remind employees to handle printed documents with care, especially those containing sensitive information. Documents should be shredded when no longer needed to prevent unauthorized access.

  5. Implement Strong Passwords: Encourage employees to use strong, unique passwords for accessing copiers and printers, as well as any related software or apps. Passwords should be changed regularly to reduce the risk of unauthorized access.

By following these tips, new employees can help ensure that copiers and printers are secure and that sensitive information remains protected. Remember, security is everyone's responsibility.

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