Digital Copier Security

Digital Copier Security
Bill Frasier - Chief Operating Officer - bfrasier@standarddigitial.com
Standard Digital Imaging - 402.592.1292
 
Issue: 
CBS Special Report uncovered many businesses don't realize hard drives store sensitive data and can then be resold with the machine.
 
Nearly every copier built since 2002 contains a hard drive with the potential of storing an image of every document copied, scanned, or emailed by the machine.
 
“At no point is your data at greater risk than the day you allow a copier to leave your direct control. At lease maturity, at the end of its useful life, or anytime that you elect to upgrade or, for any reason, remove a copier from your premises, you must first assure that all sensitive data is permanently removed from the machine.”  Digital Copier Security, Inc. 
 
Jon Leibowitz, the Chairman of the FTC, stated that “businesses and government agencies should ensure that the information on the hard drives in digital copiers are wiped clean of personal information after the conclusion of use.
 
Resolution: 
The general principles and approach to documenting corrective actions in root cause analysis should be applied to information security vulnerabilities.
 
Periodically "clean" your drive to eliminate the possibility of access to sensitive data.
 
Ensure your digital copy machine(s) have built-in security options to prevent subsequent retrieval of copies, so images (or scans) are erased from the hard drives of these devices.   All major manufacturers offer security or encryption packages on their products that automatically erases an image from the hard drive; price tag is up to $500.
 
Contact your equipment supplier(s) regarding procedures and requirements to safeguard your data.
 
Background: 
The workflow of the contemporary office has given rise to the use of multi function printers (MFP). These devices increase efficiency and convenience by providing scan, fax, copy, print and email abilities together in one unit. MFP’s contain an internal computer and the essential software to provide this functionality. It is these supporting elements that can present security vulnerabilities if not properly addressed.
 
Three main considerations for safe guarding proprietary information are:
 
1.     Access / Device Security An MFP can be exploited both by external and internal threats. To fulfill its purpose, these devices require network connectivity potentially exposing entry points to a corporate infrastructure. Establishing a managed access security policy governed with strong passwords, department codes, network authentications and other measures to ascertain accountability is imperative. 
 
2.     Document Security Operation of the device may require the internal computer to hold temporarily or retain in its memory an electronic image of the data. This is necessary for the completion of the user requested task. Coupled with managed access to the device, additional measures must be implemented to preserve the integrity of the documents. Data encryption software will further enhance document security. Most manufactures optionally provide data encryption software. These programs are designed to encrypt the data as it is processed to safeguard in the event unauthorized access is obtained.
 
3.     End of Life Countermeasures If available on the particular MFP in use, the device should be instructed to automatically clear the data immediately following the completion of the job thus preventing unauthorized recovery. Data over write kits can be deployed to clear any residual information on the hard drive with random numerical characters. At the end of the lease and prior to removal of the unit from the facility, the hard drive should physically be removed from the device and retained by the client for archiving or disposal.

Press Release

May 4th, 2011
StandardShare® –Expands Outlook to keep its 3500+ Members Informed of Construction and Supplier Opportunities

StandardShare, the communication and informational resource serving the Construction industry was an early connector to online project delivery. Working with an extensive gamut of industry professionals, StandardShare puts great effort into the promotions of their client’s projects and outsourcing needs. StandardShare continues to make available the instantaneous access of information such as drawing and specifications, project schedules and submittals. Through these abilities StandardShare brings to a company measurable savings in both time and cost.

The scope of the StandardShare platform has been expanded to include additional opportunities enabling its members to grow their businesses through awareness of project leads and discovery of a wide range of requests for services or products. “A reoccurring question that is often asked of us is - Have you heard of anything coming up?” states Bill Frasier COO of SDI - the creators of StandardShare. Frasier specifies how he has seen the impact of the current economic environment change the way in which his clients do business. “Never has it been more essential to work efficiently with great encouragement to reduce costs than right now.” In addition to the data management and digital distribution amenities afforded to the StandardShare membership, requests for service proposals and suppliers have been included in the searchable database. “StandardShare is fast becoming a virtual water cooler – a gathering place of the industry” says Frasier; he continues “our members tell us they login daily to learn what is happening.”  StandardShare memberships are offered in multiple price points to allow the user to further utilize the information contained on the site, yet to discover project leads – learn of requests for services and supplies all that is needed is a basic free membership with StandardShare. Learn more at www.standardshare.com.