As digital files become more prevalent, there will be an increased need for mobile security strategies and tools.
There have been many advances in the world of document workflow, specifically in regards to the capabilities found in the new breed of Multifunction Printers (MFPs). For years, MFPs have provided businesses the combined ability to print, copy, scan and fax from a centralized device and now, with the integration of powerful document workflow applications and the proliferation of mobile computing, they are enhancing business process like never before.
As a result, the MFP is more than just your average print output device; it has become the hub for documents, workflow and data access in the modern office. And if that was not enough, recent technology developments take its capabilities to yet another level—providing users the ability to access and edit their documents on the fly from the cloud via mobile devices.
Users have more options than ever when it comes to how they want to access and print their documents. From standard desktop printers to centralized MFPs to high volume production units, and now, through mobile iPhone and iPad access from the cloud, there are a plethora of options to consider. Mobile workflow solutions continue to grow and are especially effective for companies that have employees who work remotely—whether permanently at a satellite location or traveling on business. These solutions allow for increased collaboration on documents that can be utilized by multiple individuals on a team, whether they are working across the office or across the globe.
"IDC estimates that by 2015, 1.3 billion workers will be mobile, representing 37% of the workforce."¹
With this increased functionality comes the need for increased security. As digital files become more prevalent in business, there will be an increased need for strategies and tools to ensure that data remains safe and secure. Mobile security for print information is a natural progression in the document industry and must be considered to ensure that the entirety of your data stays in the hands of those it was intended for.
Because of the potential new threats to security, we suggest you consider the following…
- Document Security: Document security begins with internal processes. Having a strict view of document security in your office will convey to employees that they must also take security seriously, and this will help to ensure that all procedures are handled appropriately. There are many different security software applications you can apply to your business based on your need. These can include encryption software, digital signatures to ensure authenticity and logging software to track those who access documents.
- Network Security: Multifunction Printers should be treated just as you would a server or individual computer in terms of cyber security. This includes adding specific levels of protection that you may not otherwise include on office printers and scanners. These levels of security include WPA security for those machines that are on a WiFi network. Securing your network will help you to add even more in depth levels of protection to your data, ensuring that your business secrets and client information always stays safe.
- Mobile Workforce Planning: Improving communication by incorporating a variety of handheld mobile technologies can give workers a simpler way to stay in constant communication with each other and, most importantly, with customers. With a mobile workforce plan of attack, businesses can extend their security confidence and reach through incorporating advanced features such as data encryption and login protection—and if a device is lost or stolen, knowing that the stored information can fully be erased from a remote location.
By addressing these areas, businesses will be able to significantly improve the way that they utilize documents, allowing them to increase mobility, flexibility and efficiency. By taking the right steps at implementation, businesses can also effectively address emerging document security issues not previously considered.
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Original information for this article was provided by:
FCW, A New Approach to Document, Data Security, July 2013.
IDC Worldwide, Mobile Worker Population 2011-2015 Forecast, doc #232073, December 2011.¹