Thanks to a recent CBS News Investigation, if you weren’t already aware of the need to secure data that is stored on your copier device’s hard drive, you are now.

Here are 4 things that you need to do to protect yourself:

1. Find out whether or not your copier has software to delete or overwrite the data that is stored on the hard drive. Your sales representative should be able to tell you whether or not that option was purchased when your copier was acquired. If your copier has this software, implement internal processes to make sure it is being used.

2. Notify your service vendor(s) that no equipment containing a hard drive may be removed from your location without your permission.  Before equipment is taken offsite for any reason (including equipment that is headed to the “shop” for repairs to be returned later), make sure the data on the hard drive is erased, overwritten, or remove the hard drive.

3. If your equipment is under a lease agreement, you’ll need to return the device with a hard drive in place. If your equipment does not have software to erase or overwrite the hard drive, get pricing from your hardware vendor to have the software installed as well as pricing for a replacement hard drive. Depending on which option is more cost-effective, either install and run the software, or replace the hard drives before the equipment leaves your site.

4. If your equipment was purchased, ask your service provider to remove the hard drive and turn it over to you before the copier leaves your site. You can either physically destroy the hard drive or store it in a secure location.

Hannah Recla
Analysis Service
Optimizon