Most people believe that digitalization has put an end to the need for papers and documents in official settings. However, it is only a misconception. Maintaining the record on paper and securing its security is all the more important in the current times. It also gives rise to the need for printer devices with higher security which can help ensure the confidentiality of the documents.
Gone are the days when anyone could access the content of printed documents. Now, there are numerous types of security measures in place that help organizations keep up the confidentiality of their documents. You can also enjoy the perks and benefits by ensuring a few specific security features in your printing device.
Dig deeper into the details of this article to learn and explore must-have security features for office printers and ensure there is no loophole malicious parties can use against you.
Top 6 Security Features To Look For in Office Printers
You are mistaken if you believe that the world or business organizations no longer need printing devices. Even after all the advancement and digitalization, printing devices are still an important need in official setups. However, they can attract cyber-attacks and add loss to the organization. This is why you must secure top-notch security features in your printer devices and optimize the security of your official documents and setup.
Here are the major security features you should look for in office printers to ensure they are not misused against you.
1. User Authentication
User authentication is the first and foremost security feature you should look for in office printers. User authentication protocols restrict unauthorized parties from accessing or using various features of the device. Through this security feature, you can ensure no outsider or temporary worker gets access to the private and confidential data of the organization. Not all devices come with such measures, due to which most organizations consult Xerox UAE services and pick printers with advanced security measures.
2. Role-Based Access Control
Role-based access control is one of the most crucial security features one can ask for in official printers. An office setup consists of numerous teams, with workers of various levels on board. The project managers and interns are not on the same level. Similarly, their access to official documents and files are restricted for various reason. Role-based access control features can help authorities allow and restrict file access efficiently without accidentally exposing confidential files to every other person.
3. Digitally Signed Files
Digitally signed files is another important security feature you can look for in your office printing device. Due to document digitalization, most documents are transferred online instead of being sent through couriers and deliveries. Having signs of authority is often necessary for such documents. Securing the feature of digitally signed files can help you limit the hassle of manual signing and streamline the process. On top of this, it will put the trademark of the organization or specific department and establish the authenticity of the documents.
4. Encrypted and Password Protected Files
Encrypted and password-protected files are the next security feature you can secure in your official printing device. At times, office workers send files to the wrong person, or unauthorized people in the setting try to spy on the documents. In such a setting, if your printed files and documents were encrypted and protected by passwords, you would be relaxed. Only authorized people will be able to decrypt and access the content of the files. You will not need to fret about keeping your files secret or confined in folders. So, make sure to secure the feature.
5. Audit Trail
An audit trail is the next security feature you can look for in your office printing device. The audit trail feature helps keep a close watch on the usage history of all accounts. It records the print device usage of some person and captures the details of the files they access, transfer, or use some other way. In other words, an audit trail keeps a record of whatever some user does with the device. It can help you ensure smooth and sound use of the device, as well as hold those accountable who misuse it or try to cause any harm.
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6. Malware Scanning
Malware scanning is the last security feature you should look for in your office printers. The printing devices of the current times are connected to the internet in order to streamline internal and external operations. It provides little room for hackers to inject malware and misuse the confidential data of the organization. However, the malware scanning feature can help you scrutinize and filter all the threats for smooth and secure functioning. You can contact Xerox UAE service providers and ask for printers having malware scanning features and put your worries to rest.
Are you looking for printers with these security features?
Not all printers come with such high-quality security features in place. So, do not waste your resources on any random device which cannot promise high security. Contact Xerox suppliers and pick the device ideal for your office setting and enjoy all the top-notch security features too.