Following are three concerns your customers might have with document imaging and how you can address them:
How secure is access to digital images? Well, that depends on how secure your customers want it to be. If they are keeping their images in a network file system, they are only as secure as network access. However, more robust document management software offers very tight security. It is able to restrict access to documents at the personal or group level and keep an audit trail of who viewed a document and what he or she did with it (printed, made changes, downloaded, etc.). If a customer is concerned about security, document managing software—even from a proven cloud vendor—is a solid option to consider.
What if my server crashes? Will I lose my documents? Not with a standard file back-up in place. In fact, because electronic back-ups can be stored off site, they are actually more secure than paper in the case of a natural disaster like a flood or fire.
Are my peripherals (scanners/printers) secure? Pretty much every device added to a network presents a potential security hole. But most organizations have in place fairly solid security plans related to their PCs. Not so much with their peripherals. According to a 2015 security benchmarking survey from the Ponemon Institute, 64 percent of IT managers stated that their printers are likely infected with malware. Fortunately, vendors like HP have recently introduced new security features on their peripherals that enable users to implement measures like validating the integrity of a device BIOS code at every boot-up, ensuring only good firmware has been loaded onto the peripherals, and checking for anomalies during complex firmware and memory operations.
Here are some other key checks that can be run in conjunction with imaging peripheral devices:
- Making sure a user’s capture software allows for encryption as images and data are being routed
- Ensuring that internal media, which contain images of files scanned or copied at a device, can be efficiently wiped clean and/or are properly secured
- Making sure all USB and network ports are secure
- Requiring secure log-in at the device; this can even call for the use of an identity card or biometric ID
- Securing output trays from users loading specialty paper, like for checks, that could leave a business open for fraud
- Implementing secure pull printing—meaning that after a user sends a print job, he or she needs to physically log into a printer before the ink will be applied to the paper. Output trays are one of the most common places where document-related security breaches occur.
The bottom line is that no matter what a customer’s security concerns are in relation to document imaging, you should be able to address them with available technology. Vendors like HP have a host of security features available in both their hardware and software offerings. The key is configuring the security controls that best fit your customer’s needs.