multifunction devices | Modern Office Methods

7 Essential Printer Security Steps

Julie Italiano — Thu, 30 Apr 2020 08:00:57 +0000

You are taking all the right steps to secure the devices on your network, right? Of course you are…or at least you think you are. Your employees are required to use passwords to login into their computers, and their computers have the latest antivirus software installed. Email is being encrypted and even the use of personal mobile devices have been banned from the network. You’re armored up and more than confident that you have secured even the most vulnerable endpoints of your network to reduce the risk that your company will experience a painful, time consuming and costly data breach. But have you thought about your print devices?

Unfortunately, if you’re like 43% of companies surveyed by Spiceworks, you haven’t considered printers and multifunctional devices (MFDs) in your security plans. That can be dangerous, as a 2017 study by Quocirca found.

In that study, 51% of companies with 3,000 employees or more had suffered a printer-related data loss, and more than two-thirds (68%) of companies between 1,000 and 3,000 employees reported some form of data loss through their printers. Not including your printer or MFD fleet in your network security plans puts your company at a higher risk of hacking and business data breaches than you think.

Fortunately, securing your printer and MFD endpoints doesn’t have to be difficult. Regardless of the size of your company, here are seven essential steps you can take:

#1 – Control access to devices and administration settings

Only let your network administrator change passwords, account names or other settings on the device. They should change all default passwords and account names, be charged with configuring device and security settings and be able to remotely change settings.

#2 – Require users to enter PIN, ID and password, or use a card login to retrieve print jobs

Almost half of the data losses reported in the Quocirca study were due to leaks caused by unclaimed print jobs picked up from printer/MFD exit trays. Don’t let the device print a job unless the user is at the device. Using a print management system with “follow me” printing provides the convenience of being able to accomplish this at any printer on the network.

#3 – Encrypt data between computer and print device and on the hard disk drive (HDD)

It’s good practice to encrypt all network traffic, including print jobs going over the network, to prevent interception of vital data. Almost all office MFDs have an HDD to spool and store data that will be printed or sent using scan and send or fax features. Encrypting the data as it resides on the HDD (using the FIPS 140-2 security standard) makes it difficult or impossible for hackers to read it. Erasing the data on the HDD makes sure the data is also overwritten. When disposing of any printer or MFD, the HDD erasure should be verified, or the HDD should be removed and destroyed separately.

#4 – Restrict scan users and destinations; encrypt PDFs

The most used “multifunction” on today’s MFDs is scanning, and unrestricted scanning can mean unwitting or malicious guests and insiders can scan documents into the wrong hands. Protect those documents by creating encrypted PDFS, setting permissions and passwords and even adding digital signatures when scanned at the MFD.

#5 – Regularly check for and implement firmware updates

This ensures the latest security setting and features are available for your print device. Make sure any firmware updates are digitally signed by the manufacturer of the device.

#6 – Use a print platform that integrates with a SIEM system

If you use a Security Information and Event Management (SIEM) system, work with a printer or MFD provider that has a platform that integrates with it. Having visibility to changes in settings, failed authentication attempts or new applications being added provides the insight you need to react and defend your company’s data and reputation.

#7 – Use features that protect the printer from malware and tampering at startup and during operation

Use a print device that has something like McAfee Embedded Control that verifies, at device startup, the boot code, operating system, firmware, and any application running on the device has not been tampered with. If it finds tampering, make sure it doesn’t allow the device to start up. Whitelisting and runtime intrusion detection should also be present.

Manufacturers like Canon have whitepapers and Security Hardening Guides that go over many other security features, settings, and steps that can be used. The MOM team can help you determine the best products, settings, and strategies that can help you harden your printer and MFD endpoints, making them a better-protected part of your network.

The post 7 Essential Printer Security Steps first appeared on Modern Office Methods.

Choosing the Right MFP for Your Office

Modern Office Methods - Tech Expert — Fri, 01 Apr 2016 12:00:00 +0000

The multi-function printer, or MFP, has become an extremely valuable piece of equipment in the modern office. This versatile device eliminates the need for standalone printers, copiers, scanners, and fax machines, saving you space and money while benefiting the environment, as well.

Once you’ve decided to opt for an MFP (or replace your existing unit), the next step is to find the right machine for your organization. However, with so many choices out there, this decision can appear complicated — of all the machines available, which one is best-suited to handle your specific needs?

Selecting the right MFP is important to ensure that you end up with a machine that will meet your business needs, keep up with your workload, and prevent you from overspending on a unit. So how can you be sure to choose the right MFP for your office? Here are some things to consider:

Define Your Needs – Take the time to go over your requirements and determine what you’ll need from an MFP. What will you be using it for, and how often? Will you be working with black and white or color documents? Which is more important to you, the speed and quantity, or the quality of your prints and scans? Which features, bells, and whistles will be beneficial or necessary to your operation?

Evaluate Initial Investment vs. Total Cost of Ownership (TCO) – Consider not only the initial cost of an MFP but the cost of supplies and maintenance over the lifetime of the unit. What may seem like a bargain up front can end up costing you much more over the long run. Also, consider asking your office equipment provider if leasing an MFP might be more cost effective, since sometimes lease agreements include regular service and some supplies.

Learn Your Specs – MFP specifications can seem like a foreign language (DPI, RAM, PPM, etc.). Get to know what these industry specs mean, and what they mean to you. An impressive DPI (dots-per-inch) won’t be a requirement for you if your office will only be scanning documents and forms.

Demand Compatibility – Determine which operating systems are used by your staff and select an MFP that will be compatible. And it is essential you choose a machine that will easily integrate into your existing network.

Seek Expert Advice – If you’re still not sure which MFP is right for your office, ask your local office equipment provider to help you make a good choice. They truly know it all when it comes to these machines, and can also support you with local, reliable service after your MFP is in place.

Contact us today at info@momnet.com, and let us help you choose the right MFP for your business. Also, visit us at www.momnet.com.

The post Choosing the Right MFP for Your Office first appeared on Modern Office Methods.

Prevent Paper Jams in Your Copier, Printer or MFP

Modern Office Methods - Tech Expert — Tue, 17 Jun 2014 18:06:00 +0000

Great article from www.copierguide.com that can help in any office!

It happens to everybody. You get a paper jam in the middle of an important print job—usually when you’re already late for a presentation or meeting. Learning how to prevent paper jams in your copier, printer or MFP may just save you some serious time (or at least keep you from getting egg on your face). In any case, preventing paper jams eliminates one of the most frustrating aspects of having these machines in your office. Unless your paper jams are epidemic, you can’t exactly call tech support. With that said, here are the top ways you can prevent paper jams and eliminate them forever…well, for the most part at least!

All About the Paper Part 1: Use Good Quality Product

People often don’t realize how important paper really is. Each time cheap paper goes through the process of being heated and having toner deposited, it has the potential to either run cleanly through your machine—or leave deposits. Cheap paper can dust up your system over time and lead to lots of problems in print quality not to mention causing paper jams. An MFP or printer is a very precise machine and the ability to pull in a single sheet from an automatic document feeder or engage the automatic duplexer/reverser isn’t something to take for granted.

You can also prevent paper jams by using quality paper that doesn’t unevenly bend or warp when heated. Cheap paper is unpredictable in how it will curl or bend when heat is applied. Combined with a humid environment, that’s a recipe for frequent jams that will kill your productivity.

All About the Paper Part 2: Make Sure You Don’t Corrupt Your Media

We started talking about this in the point above, but storing your paper in a dry environment is crucial to avoiding paper jams due to humidity. Most paper is designed to be loaded a ream at a time, so that it stays protected from the elements while waiting to be used. If you have a paper supply, try to keep it in a warm, dry place. We prefer to leave the reams in the boxes when possible to add another layer of protection. Also, try to load an entire ream at a time—don’t break apart a ream and leave half of it exposed to the elements. Even with air conditioning, humidity can creep in and do some very strange things to the integrity of your paper, causing it to warp or slip on the feed rollers.

All About the Paper Part 3: Weight Matters!

You can prevent paper jams in your copiers and printers by using the correct paper weight. Each copier or printer is different, but the bottom line is that even though a copier or MFP is rated to handle a particular paper weight, that support may be limited to the auxiliary feed tray as opposed to the normal paper tray. Be aware of the specific guidelines of the machine before you load it up with over-sized card stock, expecting it to function flawlessly. Also, you can damage the machine by running heavier paper through it, causing it to misfeed on standard paper as well.

All About the Paper Part 4: Laser vs. InkJet

There is a reason inkjet and laser paper are labeled as such. The two paper types are very different. For one, laser paper is designed to bear up under the heat used to permanently apply the toner to the page. That means it’s made to not curl up when it exits the printer. If you notice your paper curling excessively when it exits the printer or copier, start buying another brand. Inkjet paper is also designed to absorb ink so that it dries quickly when printed to. That means it may have a bit more texture. Even though that texture may be tiny, a laser print will probably not look as good as when a smoother, less permeable paper is used. The good news is that most non-photo inkjet paper will work in a laser printer though the results may not be optimal.

Another thing worth mentioning is the use of adhesive labels. It’s even more important to get the correct products here as labels that are not designed to work with the heated rollers of a laser printer can create havoc on the internals of your MFP or printer. You haven’t experienced true frustration until a label peels off within the rollers of your expensive printer and gums up the internals.

Use the Correct Paper or Media Tray to Prevent Paper Jams

It’s usually clearly market, but if you intend to print onto thicker or odd-shaped stock, remember to use the proper tray. Often, a special bypass tray is the preferred method for feeding these thicker paper materials into the printer or copier. This tray avoids the rollers and duplexer of the machine in favor of a more direct path to the toner and drum mechanisms. It’s uncommon to encounter too many paper jams due to incorrectly identifying the paper, but it can happen. Check to make sure you select the proper media size before running a copy and you’ll avoid this hassle altogether.

Don’t Just Jam It In There!

Paper jams are sometimes caused by simply not paying attention when you load the paper into the machine. All it takes is a misaligned top page that doesn’t get grabbed properly by the feed system. After that you can get two sheets pulling into the machine and you have a jam. Another thing that happens is that you forget to properly seat the paper guides to the correct position when inserting a larger or smaller page size into a tray. When the paper gets an opportunity to twist, it can throw the feed system off and cause a paper jam. You can prevent paper jams and reduce your down time by being a little careful when you load or change out paper. One good thing about laser paper is it rarely has a “wrong” side. Given people’s tendency to print two-sided documents on auto-duplexing machines, there isn’t a lot of paper that caters to one side or another for loading (inkjet, however, is another story).

Hopefully some of this was helpful. We’ve all been there, and to prevent paper jams is to take one giant step towards reducing workplace frustrations and making the day a lot more productive.

The post Prevent Paper Jams in Your Copier, Printer or MFP first appeared on Modern Office Methods.

SAMSUNG & Modern Office Methods

Modern Office Methods - Tech Expert — Thu, 21 Feb 2013 19:24:00 +0000

SAMSUNG Partners with Modern Office Methods to Offer Full Line of Printing Solutions

RIDGEFIELD PARK, N.J., February 12, 2013 – Samsung Electronics America Inc. today announced a partnership with Modern Office Methods, one of the leading office equipment providers in Ohio, Northern Kentucky and Southeastern Indiana, to serve as an authorized BTA dealer providing Samsung’s award-winning printers and multifunction devices.

As a Samsung partner, Modern Office Methods will now offer Samsung’s complete portfolio of printing devices and solutions to address the needs of organizations of all types, from SMBs to enterprise customers, throughout the Midwest.

“We are excited to be partnering with Modern Office Methods,” said Tod Pike, senior vice president of Samsung’s Enterprise Business Division. “With their experience of serving businesses across the midwest for over five decades and commitment to customer satisfication we know we have found the right partner to help us roll out our integrated managed printer services and state-of-the-art document management technologies. This partnership is another major step in growing Samsung’s strong dealer network and continuing to serve our business communities and customers alike.”

“Modern Office Methods is pleased to be able to offer the full range of Samsung products and services to our customers,” said Steve Bandy, senior vice president, Modern Office Methods. “Samsung’s innovation in the technology arena will allow for MOM customers access to the latest and most advanced products available on the market today. Samsung is strengthening its commitment to US business customers and is a recognized leader worldwide with a successful, proven track record.”

With industry-leading technology and more than 20 years experience serving business with printing solutions, Samsung continues to expand its dealer network and support for channel partners. Samsung recently expanded its printer offering for business customers by introducing a new line of color and monochrome A3 MFPs to complement its award-winning A4 lineup.

Leading independent evaluators have recognized Samsung with numerous awards for its features and performance. Most recently Buyers Laboratory LLC selected Samsung’s A3 and A4 MFPs with its Winter 2013 “Pick” Awards for excellence. In addition, Samsung has been recognized with the 2012 Better Buys for Business Innovative Product of the Year Award for its A3 MFPs.

Find out more about Samsung’s printer offering for business:
• Samsung Business Printer Line
• Samsung Printer Solutions for Business

About Modern Office Methods
Modern Office Methods offers a full suite of office automation products to the market by integrating managed print services and various state-of-the-art document management technologies to enable our clients to reduce cost and improve productivity. MOM’s complete product lines enable us to offer our clients the one-stop shopping for their office equipment and support needs. With offices in Cincinnati, Dayton, and Columbus, MOM has been enhancing its clients’ effectiveness and productivity in today’s competitive business climate for over 55 years.

About Samsung Electronics America Enterprise Business Division
As a global leader in Information Technology, Samsung’s Enterprise Business Division (EBD) is committed to its business customers and loyal partners with world class solutions. Samsung EBD offers a complete portfolio of technology solutions to support business growth aspirations including virtualization, printing, displays, notebook and tablet PCs, digital signage, medical equipment, set-top-box and hospitality TVs. With a market-oriented approach to innovation, Samsung EBD solutions move businesses forward while helping reduce operating cost. Samsung EBD is a division of Samsung Electronics America (SEA), Inc., a U.S. subsidiary of Samsung Electronics Company, Ltd. (SEC) and is among the world’s largest technology companies. For more information, please visit www.samsung.com/business or call 1-866-SAM-4BIZ.

About Samsung Electronics Co., Ltd
Samsung Electronics Co., Ltd. is a global leader in consumer electronics and the core components that go into them. Through relentless innovation and discovery, we are transforming the worlds of televisions, smartphones, personal computers, printers, cameras, home appliances, medical devices, semiconductors and LED solutions. We employ 227,000 people across 75 countries with annual sales exceeding US$143 billion. Our goal is opening new possibilities for people everywhere. To discover more, please visit www.samsung.com.

The post SAMSUNG & Modern Office Methods first appeared on Modern Office Methods.