Data security breaches have steadily become more frequent and sizable in their scope over the last 10 years. On average, they cost over $9 million per breach and can compromise the personal information of millions of users — or even over a billion as in the case of Alibaba in 2019.
Unlike popular perception, these leaks aren’t always the result of a compromised network; they’re often executed by exploiting a physical vulnerability, such as an unsecured lock room or server. Organizations that handle a lot of print communication can be particularly vulnerable to this sort of security breach. The same goes for printing solutions companies.
If you’re considering outsourcing your printing and mailing, you might want to ensure your provider is up to speed with document security measures. Here’s what you should look for.
1. Network Security
Network security is a big part of maintaining data privacy. It involves creating a secure infrastructure for applications, devices, and users to function securely. It prevents unauthorized access, theft, or misuse of your critical information. This is important because even printing solutions companies need security for their devices, including computers, storage media, and printers.
Bolstering network security involves a host of measures, including putting in place firewalls, anti-virus and anti-malware software, establishing network segmentation, and leveraging modern hardware capable of supporting these solutions.
2. Physical Security
Physical security is just as important as digital security. Internal sabotage can’t be ruled out, nor can the possibility of someone breaking into a company’s office spaces. Ensure that your printing solutions provider has robust physical security in place with measures such as a locked server room, user authentication at all workstations, and routine clearing of memory files, especially on shared printing devices that can be accessed by anyone.
3. Role-Based Access Control (RBAC)
Access control can often prove central to protecting confidential customer data. RBAC is a way to assign access permissions to users based on their job requirements or security clearance.
Your printing solutions security should combine this measure with strong user authentication methods, including two-factor authentication (2FA) or even biometrics. This ensures that the person trying to access the data is a verified user. Preferably, guest accounts shouldn’t be allowed at company workstations to prevent unauthorized access.
4. Secure Storage and Collaboration
Secure document storage and sharing is crucial to preserving data confidentiality. How is your printing solutions storage security configured? Many companies opt for a combination of cloud and on-premise storage for redundancy purposes. Also, how is the information handled both during digital collaboration and once it’s printed?
Secure email communication and file-sharing platforms are key to preventing unauthorized access. It’s also a no-brainer to avoid sharing sensitive information via unsecured channels or transportation if it’s been printed.
5. Data Backups
A data backup for currently valid data is critical from a security standpoint. A printing solutions provider like Information Outsource, for instance, maintains a disaster recovery site in case of natural disasters or if external actors attempt to compromise information in the main data storage site. Data backups ensure that your print production is uninterrupted and that customer data is always protected.
6. Document and Data Retention
Data retention policies help you manage and delete information once it’s no longer needed. This helps reduce the risk of compromising that data during leaks or breaches. Your data retention policies need to be tailored to your needs and be in compliance with industry regulations.
It’s also important to observe these precautions when you’re still handling the information in question. Ask your printing solutions provider if they ensure document security by regularly clearing data files from your web servers and digital devices.
7. Employee Training
Employee training helps implement and lock in all your data security measures. It’s important to educate all internal stakeholders on the importance of document security and to train them to recognize and prevent basic cyber security threats, such as phishing. Establish clear protocols for your employees to follow if an event does occur so that any damage can be minimized.
8. Security Audits
Is there external validation of your print vendor’s security promises? Consider partnering with SOC 2 Type 2 certified vendors, who are obligated to perform regular security audits based upon AICPA Trust Principles. Information Outsource, for instance, makes its regular SOC audit reports available to clients upon request.
See Robust Data Security With a Certified Expert
Information Outsource is a proven leader with over 25 years of experience in the print and mailing industry. As a SOC 2 Type 2 certified enterprise, we adhere to rigorous standards of data security in the provision of our printing solutions. See high-quality output, competitive pricing, and rapid turnarounds when you partner with us. Request a quote for our printing and mailing services today.
