As a legal professional, you know how much paper is used in even the most modern of law firms. Physical paper in the legal world can be a perfect match. On occasion, printed documents provide a different type of security. Especially, in cases where your network goes down or becomes exposed to a breach. Law offices are able to store and reference key documents in a preferred paper form method and they don’t have to worry about security concerns related to “the cloud”.
When you are printing a document from your computer to your printer, you want to make sure that you are still following attorney-client confidentiality. This is especially relevant if one of your colleagues has a conflict of interest for a case you are managing.
DOES YOUR FIRM PRINT SECURELY?
Printing has become so routine that we may not think about how it could be a threat to a client’s confidentiality or cause a security breach in a crucial case. In fact, 80% of organizations report at least one type of breach within the last year.
While we are all focusing on the busy day-to-day operations of a law firm, it is important to make sure you prevent a security breach or expose a confidentiality issue before it happens.
When you are talking to your IT or Office Management Team, bring up the following questions:
- How do I know the attorney who printed the document is the same one picking it up?
- If a paralegal or office manager is picking up a document for me, is the print still assigned my case number?
- Does my printer show the file name? Do those file names have client’s information on them?
- Are our printers on a secured network?
- Have we had to change security settings to make printing more user-friendly?
- Is our printer up to date with the latest security updates and firmware?
IS YOUR FIRM’S PRINTER PROPERLY BILLING YOUR CLIENTS?
Billing is no attorney’s favorite task – at the end of the billing cycle, you want to make sure that not only have your hours been properly accounted for, but so has your physical expenses, including printing documents.
Whether you’re bringing on a large or small client, the costs of ink, paper, and printer maintenance add up. Not only are modern printers secure, but they can also automate your printing expenses to the proper clients.
By entering in your firm’s client code before you print, not only can you assure that the documents you are printing will only be picked up by attorneys who have the authorization to see it, but you will also keep that document billed to the proper client.
WHAT PRINTER AND SECURITY TECHNOLOGY DOES YOUR LAW FIRM NEED?
Innovators of printer and copier security technology are now developing built-in access control software and other security features. For example, some of the access control solutions include:
- Access Control Secure Authentication – prevents unauthorized use of printers and copiers and features while tracking use
- Capture and Route – Securely track and control distribution of scanned content
- Universal Print Driver – Replaces discrete individual print drivers, and includes special security features
- Scanning – Restrict scans to only go to emails on your organization’s domain to prevent sensitive information from being distributed directly to personal emails
The final aspect of printer and copier access security that is often overlooked is what to do when you are finished using the device. Once you are ready to retire a printer/copier or return it to a leasing agency, it is crucial that you remove any data that may be retained in the hardware’s memory. Ensuring that the device’s hard disk is erased, destroyed, or removed will provide you with a final added measure of security.
SECURING YOUR CLIENTS DATA WITH ENCRYPTION
Wireless technology has been an amazing advancement in promoting efficiency and productivity in the workplace. Unfortunately, with the benefits come risks.
Your documents and data become highly vulnerable as they traverse the “wireless network” to a multifunction printer or copier. Once your information makes it to the hardware’s memory or storage, it is susceptible to attack there as well.
The best way to protect sensitive data within your network is with encryption. Encrypt print and copier jobs to secure data in transit in the event of interception and use encrypted storage to protect documents in the device’s queue. Data can also be protected by authenticating users and attaching them to their specific documents. Document owners are then required to authenticate themselves to the printer or copier before their documents will print. Make sure the end-point device does not store the document or data about the printed document once the print job is completed.
In environments that involve multiple desktop printers and copiers, make sure that sensitive data is not stored on these devices. This is because desktop devices may be more vulnerable to physical theft, and with the hardware, the data could be stolen.
SELECTING SECURE MULTIFUNCTIONAL PRINTERS AND COPIERS
Without a doubt, the best way to secure your printer and copier is to invest in technology that is pre-programmed with the most up-to-date device security features. HP printers are considered the most secure printer, ideal for law firms.
Look for multifunction printers and copiers that are designed to independently detect, protect, and self-repair damage from malware attacks. As you upgrade outdated equipment, replace it with systems that offer built-in threat detection and software validation features, so only authorized firmware and software can be installed and executed. This will provide your network with an extra layer of security.
Are you in need of knowledgeable and experienced assistance with securing your multifunction printer and copier network? Prepare yourself for the office of now with help from Modern Office Methods (MOM) and HP.