Printing is an essential need for most businesses and some comparatively require it more than others. These are the companies where the printing load is higher and it’s consistent. There are high-volume print jobs processed every hour to keep the business operations streamlined. In such companies, the mismanagement in the printing environment is quite normal and this can often become consequential.
This is why companies prefer managed print services (MPS) to keep their printing workflows smooth and simplified. However, MPS does more than just optimize your document workflows. This solution also helps companies implement strict security measures to reduce the risk of emerging cyber-attacks. This is crucial for most organizations specifically considering the sophistication of today’s modern threats.
Unsure how managed print services can ensure your document’s security? Then keep reading because this article has all the answers you are looking for.
5 Ways MPS Can Enhance Data Security and Reduce Risks
The risk of document theft or data breaches is higher when your printing environment isn’t managed properly. However, when experts take over this, they can promise data security in numerous ways. They can reduce the risks by preventing unauthorized access, better access controls, data encryption, audits, and regular firmware updates. Scroll down to learn more about all this in detail.
1. Prevents Unauthorized Access
One of the best ways MPS strengthens security is by preventing unauthorized access to sensitive documents and devices. It does this by enforcing access restrictions on various levels of software and hardware. This ensures that only authorized personnel in your workforce have the privileges to print, access, or retrieve documents.
They additionally use features such as user authentication, secure printing and pull printing to further enhance security and reduce the risk of data falling into the wrong hands. By ensuring who has access, MPS makes sure confidential information remains in safe hands. Considering this, companies opt for Xerox UAE MPS solutions to keep their documents safe and out of risk.
2. Data Encryption
Encryption is a crucial aspect that is used to keep things confidential and avoid any third-party inference. Therefore, encryption is also a cornerstone of MPS’s data security measures. These solutions can use both the in-transit and at-rest encryption to make sure data is encrypted when it’s being transmitted.
By keeping the data safe at every stage of transmission, MPS minimizes the risk of cybercriminals intercepting confidential information. Encryption within the MPS also adheres to regulatory standards which helps the companies to stay compliant and avoid any costly penalties. All this is crucial for organizations where a high volume of sensitive data is being handled on a daily basis.
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3. Secure Document Disposal
This is one of the contributing reasons why companies lose their sensitive information. Poor practices of document disposal increase the risk of confidential information falling into the wrong hands. This is another reason to prefer MPS because it ensures that critical information doesn’t remain vulnerable when its no longer needed.
MPS follows preventive practices such as the safe deletion of electronic documents and preventing unauthorized recovery. This practice also focuses on hard drives and memory cleaning of the printing devices. All this drastically reduces the risk of data leaks and unauthorized access to discarded confidential information.
4. Audits
Audits are another reason to consider managed print services. These audits provide organizations with insights into their security practices. It allows them to assess their current security condition by tracking and analyzing the printing activities. This then helps organizations to ensure security protocols are being followed and helps identify areas of risk.
MPS can conduct both on-schedule and on-demand audits which allow businesses to monitor user activity and ensure compliance with regulations. Additionally, audit reports can help strengthen security and streamline workflows further.
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5. Regular Firmware Updates
Most printing environments where the workload is very high often forget the firmware updates. These updates are crucial in maintaining security and minimizing the risk of cyber-attacks. Manufacturers release these updates to patch vulnerabilities in print devices, enhance their security features, and reduce the risk of security incidents.
However, when there is a whole printing fleet to manage this can easily be ignored in most workplaces. This is why MPS is an effective solution because it ensures all of your print devices are using the latest firmware. MPS regularly checks for these updates to prevent cybercriminals from exploiting outdated software. Considering this, you can refer to Xerox partners in UAE to use MPS and safeguard your confidential information.
Keep Your Sensitive Documents Safe with MPS!
Through preventive practices such as getting rid of unneeded documents, regularly updating the firmware, and implementing strict access controls, MPS can promise reliable document security. You can count on reputed solution providers to keep your printing environment safe and streamlined. Contact professionals now and opt for MPS!
