You’re likely to be aware of the General Data Protection Regulation (GDPR) that comes into effect in May 2018. If you’re not, then you should be! This is an update to the existing Data Protection legislation, with some very significant changes.
According to the 7th Principle of the new GDPR regulation:
“appropriate technical and organisational measures shall be taken against unauthorised or unlawful processing of personal data and against accidental loss or destruction of, or damage to, personal data”.
In practice, this means that companies and individuals must have the appropriate security to prevent the personal data held from being accidentally or deliberately compromised.
You might think that this doesn’t affect print – but, you’d be wrongThis applies to ‘Controllers’ and ‘Processors’ of personal data and sensitive personal data. The Controller says how and why personal data is processed and the Processor acts on the Controller’s behalf. In the case of printing personal information this relates to:
- Sending unencrypted data to the printer
- Storing unencrypted data on print servers or printer storage
- Printing to an incorrect printer
- Printouts falling into unauthorised hands after output at the printer
There’s a solution to help, called Secure Print.
What is Secure Print and How does it work?Multifunctional devices (MFP) such as printers and scanners are often overlooked when it comes to data security. Yet they attach to a company’s network and enable users to scan to email and to the cloud. Printers can also store a degree of personal data, such as email and IP addresses and can save jobs in their sophisticated memories to enable people to print at a later stage.
When data is scanned in via the MFP’s scanner, it’s processed, compressed and written to the MFP’s memory. To print this data, it’s decompressed and sent to the printer, where it’s output to paper. However, after the print has been completed the compressed data is deleted from the memory and the image data in the memory is overwritten, page by page, so it can’t be printed out or transferred again.
It’s possible for job data to be stored on the hard drive (HDD), in the form of unique compressed data but even if this internal data could be read, analysing it would be virtually impossible. What’s more, on most MFP models, the HDD itself can be encrypted as standard. It’s also possible to lock the HDD password which would further prevent unauthorised access to the printers’ data.
By using the secure print feature, a print job can be saved temporarily on the MFP’s memory, in order that a user can collect it later but only after inputting a PIN, password or using a personal ID card or biometric trigger to access the print file.
GDPR Explained Event at Mirus!
To help all our clients understand the new regulation coming into effect in May and how it will affect your day to day business operations, Mirus have run a number of GDPR focused events. The last of these is running on the 25th January 2018 at our Milton Keynes office.
Why not come along to our FREE GDPR event and learn more?
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