Securing the Print Device and the Humans Who Use It
17 Jul

Securing the Print Device and the Humans Who Use It

Inspired by a blog originally published by Xerox 5 April 2018

The words “security” and “data breach” strike fear into most organisations, increasing the pressure to secure every entry point to the business. The Internet of Things — really the Internet of Everything — has disrupted how we view security. It’s not just locking the front door and installing an alarm system as we do to protect physical things. We must secure every aspect of our digital presence on the Internet to be assured we are indeed secure.

Here are a few ways to secure your digital presence along with parallel tips to secure a networked multi-function or single function Fuji Xerox device.

 

1. Apply GOOD Passwords, and Please Change Them!

For your mobile devices, apply passwords that are difficult to guess. Do this for all accounts that you access online. Some suggestions for creating good passwords:

  • 10 characters long
  • Combinations of lower and uppercase letters, numbers and special characters
  • Don’t duplicate passwords, especially for websites that allow financial transactions such as banks or online shopping.

 
You should change your passwords periodically. Every thirty days is recommended, but probably difficult to maintain, so determine a frequency you’ll stick with. If your “favourite” password is compromised at one website, it can be used to scan thousands of websites to see if there is a successful login. Hackers use the power of computers to compromise passwords; they aren’t personally logging into your accounts one by one.

Your Fuji Xerox Device and Passwords

Most Fuji Xerox devices have a range of security options to secure and manage access to their functions. Administrators managing the print set up can secure access their account by changing the default password to a GOOD password, just like your mobile devices. Not applying password protection to your printer’s administrator account leaves configuration settings open to tampering. Password complexity and change frequency applies here, too, so follow the same guidance for your mobile devices.

There are options to passwords including using a mobile device for authentication or “swipe and release” using your building access card set up with a card reader on the device. In addition, the device can be set up for automatic log out after a pre-set time to further protect data. And for the more adventurous user, some devices have options for facial recognition.

You can access Secure Installation guides for many models of Xerox MFPs by searching for your product on the Product Security page here and read more .

 

2. All Wi-Fi Is Not Created Equal

Are you connecting your mobile devices to free Wi-Fi in public places like coffee shops or airports? If you are, free is not necessarily safe, and your transmitted data is not protected. Such connections are meant for convenience, not security. Anyone with the right tools can intercept data you input, such as passwords, which are transmitted in the open when you use unsecure Wi-Fi. Your data is not encrypted from the PC to the Wi-Fi access point. It is only secured once a connection is made with the website via HTTPs.

In addition, a hacker can easily create a rogue access point and trick you into connecting. It will look legitimate, but it’s malicious. Everything you access while using it, such as e-mail, social networking accounts and your banking accounts can be compromised.

Your Fuji Xerox device and Wi-Fi

Use the 802.1x device authentication that your Fuji Xerox devices may support to ensure your printer connects to an authorized wireless access point. Also ensure you have maximised data security by enabling encryption of data traffic to and from the device from the server.

For tips on how to set up the devices visit https://www.fujixerox.com.au/en/Support-and-Drivers/Information-Security

 

3. Keep Your Software Up To Date

Ensure that automatic updates are enabled for your all business devices. The latest software can protect your information from vulnerabilities that those with malicious intentions can exploit. Software updates on your cell phone are critical but are often well “after the fact” of identified vulnerabilities. Many carriers test software compatibility with all of the other apps installed on your phone before they deploy them. Those are the apps you have to keep, whether you want them or not. This means any vulnerabilities that might be resolved are not new and may have existed for some time. For that reason, apply updated software as soon as it becomes available.

Your Fuji Xerox Device and Software Updates

Just like your cell phone or PC, your print device should have the latest software available. This ensures your device is protected from vulnerabilities.

You can get the latest information on software updates and driver support here .

 

4. To Click or Not to Click

How often do you get an e-mail that entices you to click on a cute video or an important message from your “friend” or a “business” that requires your immediate action? This might be phishing, the fraudulent practice of sending emails seemingly from reputable companies or individuals in order to induce people to reveal personal information, such as passwords and credit card numbers. Malware can also easily spread by unconscious link clicking, resulting in compromise of your information.

Today phishing is not only in e-mail; it has extended to cell phones in the form of texts on your phone. Be wary, pause before you click and ask yourself, would this person just send me something like this out of nowhere? Would my bank ask me to go and log into my account via an e-mail or text with a hyperlink? When in doubt, confirm the sender and the information in the e-mail is legitimate or just delete it.

Your Fuji Xerox Device (Not a click issue but read on…)

Though you are probably not going to click on a link via your printer software security is still a worry, as “bad stuff” being loaded onto your Xerox printer by other means may still be a concern. Don’t plug in USB’s that may be vulnerable and if using cloud links always ensure that your documents have been checked by security software.

 

5. Use it or lose it

Many devices keep records of use and data, essentially leaving a print of what it has been used for, sites visited and so on.

Your Fuji Xerox Device

Unlike many other technology Fuji Xerox devices can be set up to purge images and data run through the device recently. This means that data can be protected from access through print logs. However, these same print logs can show records of who has authenticated to and used the device, enabling an audit trail of likely information-breach suspects.

Fuji Xerox also offers disk destruction services once devices go end of life to ensure that no data can be lifted from print records.

Want more information on our approach to information security on your device? Click here

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The next generation of work opens the door to new opportunities and challenges. The workplace of tomorrow will be a transformed place where greater mobility, increased innovation, collaboration and employee flexibility will be key drivers of change. At Fuji Xerox Australia we help businesses integrate data, documents and business processes and turn tomorrow’s documents into knowledge. Nextwork explores the dawn of the ‘new working world’ and how we can successfully harness the opportunities and mitigate the challenges of tomorrow.

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