Coordinated Business Systems Blog

The Importance of Device Training

In the typical office, copiers and printers are essential tools for productivity in multiple departments. However, these devices can also pose security risks if not properly managed. One often overlooked aspect of ensuring device security is providing specific training to employees on how to use these devices correctly.

Below are some ways to educate your staff:

  1. Raise Awareness About Security Risks: Training sessions can educate employees about the various security risks associated with printers and copiers, such as unauthorized access, data breaches, and malware attacks.

  2. Teach Secure Printing Practices: Employees should be trained on secure printing practices, such as using secure print features to prevent unauthorized individuals from viewing or accessing sensitive documents left unattended on the printer tray.

  3. Promote Secure Scanning Practices: Proper training can educate your team on secure scanning practices, including using encryption when sending scanned documents and ensuring that sensitive information is not left exposed on the device's scanner bed.

  4. Implement Password Policies: Emphasize the importance of using strong, unique passwords for accessing printers and copiers. Employees should also be trained on how to change passwords regularly.

  5. Encourage Regular Software Updates: Employees should learn importance of regularly updating printer and copier software to protect against known vulnerabilities - or better yet, this should be managed by an individual or team.

  6. Provide Guidance on Physical Security: Training can also cover physical security measures, such as keeping printers and copiers in secure locations and ensuring that sensitive documents are not left unattended.

  7. Monitor and Audit Device Usage: Educate your team on the importance of monitoring and auditing device usage to detect any unauthorized access or suspicious activity.

By providing comprehensive device training, companies can significantly enhance their overall security posture and reduce the risk of data breaches and other security incidents. Investing in employee training is a proactive step towards safeguarding sensitive information and ensuring a secure working environment.

Contact us to learn more about Coordinated's approach to device training and our training team. 

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