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The Datamax Thinking Blog

Educating, collaborating, and sparking ideas for maximizing the technology that matters.

Do You Have an Open Door Policy With Your Copier?


Is the information on your devices open to anyone who happens to walk inside your office? If so, it can certainly backfire on your organization, and blow the door open for leaking sensitive information.

An open door policy at your organization may be a great initiative for encouraging openness and transparency in the company. But it can also backfire if misused by employees.

Do you have a similar open door policy on your copier? Is the information on your devices open to anyone who happens to walk inside your office? If so, it can certainly backfire on your organization, and blow the door open for leaking sensitive information. It might be time for a change in policy. 

It’s hard to imagine an iPhone without a pass code. Likewise, It’s hard to imagine that any organization would encourage open access to their copier without being forced to log in or authenticate as a user. Yet, according to a recent Canon Office Insights study, only 21 percent of IT decision-makers surveyed have security features in place for their printers. Additionally, only 1 in three companies surveyed use authentication.

A sensible first step in monitoring usage, locking down and maintaining control over your device(s) is implementing user authentication. Whether authentication is utilized via proximity card, picture log-in or even via mobile device, it helps administrators prevent unwanted access – and gain control of those who have it.

3 Ways User Authentication Can Shut the Door on Office Inefficiency

1. Personalize by User.

Administrators registering user accounts to the device allows for settings to be specific for users individually. Much like an employee arranges the desktop on a computer, the user’s interaction with the multifunction device can also be customized.

Personalization essentially enables user convenience and improved security by limiting user access to specific functions.

2. Implement Security Features.

Document security challenges are a prevalent issue. The same Canon study revealed that about two thirds of IT decision-makers reported they were aware of instances when documents have gone missing, either inside their organization (65%) or when employees have lost documents while outside the company (64%).

By forcing authentication, you restrict access to unregistered users and prevent unwanted printing of confidential company records or sensitive financial information.

3. Reduce Waste/Control Costs.

78 percent of decision makers survey are concerned about wasteful printing. Additionally, Among those participating in the Canon survey who currently track costs, only 46 percent knew the cost of color page prints.

Canon’s Universal Login Manager (ULM) allows organizations the ability to manage security and costs by controlling individual users' access and usage.

Want to Open up New Doors in Device Insights? Unlock Cloud-Based Potential Across Your Fleet.

uniFLOW online provides advanced, scalable benefits for organizations in the realm and device security and gaining control over costs.

uniFLOW online centralized dashboard that provides up-to-the-minute insights into print activity, with full accounting and reporting for both Canon and third-party devices, pull printing, job routing, and powerful scan workflows. uniFLOW Online's serverless print management solution helps administrators take complete control of printing and copying activities.

It can highlight expenditure by users and pinpoint areas where costs can be scaled down.

Is it time retire your open door policy? From locking down devices to closing the gap on your wasteful, unnecessary print spend, Datamax can help implement new policies and procedures that allow you to manage and control your print costs effectively. Start with a Print Assessment to open new doors of possibility!


SOURCE: Canon 

Topics: Office Equipment Print Management Security