Print Security – 1

Despite the move to digital communications, many businesses still rely on printing to support key business processes. MFPs are prevalent across businesses of all sizes and as such they are a critical network endpoint that must also be secured. Even behind a firewall, an MFP can be a front door to the network leading to the potential for compromising corporate or customer data.

With this in mind it seems an area where as much information as possible is made available, keeping it simple but useful for users at all levels. At ITQ we have been involved in print security since the advent of networked MFPs and would like to pass the knowledge gained on to you today through our series of blogs.

To start with how can your businesses minimise the risks? Fortunately, there are simple and effective approaches to protecting the print infrastructure. These methods not only enhance document security, but also promote sustainable printing practices – such as reducing paper wastage and printing costs. But for enterprises with a large and diverse printer/MFP fleet security may be of prime importance.

First off conduct a security assessment

For such enterprises, it is advisable to use a third-party provider to assess device, fleet and enterprise document security. This can evaluate all points of vulnerability across a mixed fleet and provide a tailored security plan, for devices, user access and end of life/disposal. Managed print service (MPS) providers commonly offer this as part of their assessment services.

Not all security assessments are equal

After cost, security is the second top driver for adoption of a MPS, indicated by 81% of respondents in a recent Quocirca survey. Consequently, many are taking up security assessments as part of their MPS process. Amongst organisations using MPS, the majority have started or completed a security assessment of their print infrastructure. This is more prevalent in the professional services sector where over half (55%) of organisations reported that they completed a security assessment compared to just 20% of public sector respondents

 MFP Security Vulnerabilities

The potential risks include:

  • Unclaimed output. Confidential or sensitive information can be collected inadvertently or intentionally by an unauthorised recipient.
  • Latent images on hard disk. All documents whether they are printed, copied, scanned, faxed or stored are processed within the hard disk drive. This can present a risk not only if the device is hacked, but also at the end of life when potential hard disk data could be recovered.
  • Unauthorised access to MFP functions. If MFP settings and controls are not secure, it is possible to alter and reroute print jobs, open saved copies of documents, or reset the printer to its factory defaults. Potential hackers could also attack print devices to either intercept or download copies of scanned-in documents, emails and user access credentials.
  • Network security risk. Jobs sent to the MFP for printing typically sit unprotected on the server queue. At this stage, the printing queue can be paused and files copied and the queue restarted. In the worst case, a user from the outside can obtain confidential information, or place malware on the device. Open network ports also present a security risk enabling the MFP to be hacked remotely via an internet connection. Printers can therefore be prime targets of denial-of-service (DoS) attacks. Further, if data transmitted to a printer is unencrypted, hackers are potentially able to access this data.

 The Quocirca research reveals that enterprises place a low priority on print security despite over 60% admitting that they have experienced a print-related data breach. Any data breach can be damaging for any company, leaving it open to fines and causing damage to its reputation and undermining customer confidence. In the UK alone estimates suggests that in 2013 the average organisational cost to a business suffering a data breach was £2.04m.

As the boundaries between personal and professional use of technology become increasingly blurred, the need for effective data security has never been greater. While many businesses look to safeguard their IT data hardware from external and internal threats, few pay the same strategic attention to protecting the print environment. Yet it remains a critical element of the IT infrastructure. Over 75% of enterprises indicating that print is critical or very important to their business activities.

The print landscape has changed dramatically over the past decade. Local single function printers have given way to the new breed of networked multifunction peripherals (MFPs). With print, fax, copy and advanced scanning capabilities, these devices have evolved to become sophisticated document capture and processing hubs with multiple user access points and multiple hacker options.

While they have undoubtedly brought convenience and enhanced user productivity to the workplace, they also pose security risks. They have built in network connectivity, along with hard disk and memory storage, MFPs are susceptible to many of the same security vulnerabilities as any other networked device.

Then a move to a centralised MFP environment means more users are sharing devices.  Without controls, documents can be collected by unauthorised users – either accidentally or maliciously. Similarly, confidential or sensitive documents can be routed in seconds to unauthorised recipients, through scan to email, scan to file and scan to cloud storage functionality. Further controls are required as employees print more and more direct from mobile devices.

Yet many enterprises are not taking heed. Quocirca’s study revealed that just 22% place a high priority on securing their print infrastructure. While financial and professional services sector consider print security a much higher priority, counterparts in the retail, manufacturing and the public sectors lag way behind. Such complacency is misplaced. Overall 63% admitted they have experienced a print-related data breach. And an astounding 90% of public sector respondents admit to one or more paper-based data breaches.

Print environments are often a complex and diverse mix of products and technologies, further complicating the task of understanding what is being printed, scanned and copied where and by whom. Enterprises should use centralised print management tools to monitor and track all MFP related usage. This can either be handled in-house or through an MPS provider.

With MFPs increasingly becoming a component of document distribution, storage and management, organisations need to manage MFP security in the same way as the rest of the IT infrastructure. By using the appropriate level of security for their business needs, an organisation can ensure that it’s most valuable asset–corporate data–is protected.

For more information or assistance in developing your print security contact ITQ 01635 874848 or look up http://www.imagethroughquality.com/audit-and-consultancy.html


 

Simplify your school or college data collection and sharing with UNIform

Simplify your admission process by reducing the amount of paper moving around your educational establishment. Choose UNIform for your organisation for a tailored solution and service.

Do you collect data from multiple sources, then integrate it with your in-house systems or export data to external applications and databases? You may need to create reports, communicate with people on the data base, invoice on a regular basis and more.

Wellington College

Wellington College

ITQ UNIform is a web based data and forms solution that was initially designed in partnership with Wellington College (one of the world’s top co – educational boarding schools)but is not only suitable for schools and colleges but for any business transferring, merging and sending data.

  • Make it easier for your clients to access the forms they need, online, in the cloud and from any computer or mobile device.
  • Segment data and create customised workflows to get data to the correct person or location.
  • Analyse data and report on the progress of the admission or other process
  • Export data to external applications and databases.

teaching assist2To introduce such a system it would now seem obvious to use the web for collecting and sending out data. If this constant stream of information happens in your business ITQ’s web based system – UNIform will:

 

1. Increase your efficiency

2. Simplify your business process

3. Reduce costs

4. Help your ‘green’ credentials

 

Clients can access the forms or information they need; online, in the cloud or from any computer or mobile device. UNIform will allow you to segment data and create customised workflows to get data to the correct person or location. Also analyse data and report on the data progress

What is UNIform and what does it do?

ITQ UNIform is a web based data and forms solution that was initially designed in partnership with Wellington College to help manage and reduce the forms they used in the school’s admission process. It allows users to sign in to a web portal and complete all the forms (previously; up to 28 sent and returned by post per student)and this had to be completed for each student before they enrol.

The simple to use interface and guided process makes it easy for parents to glide through all the required documents and submit them. UNIform can be completely customised for you and any business or organisation, to create workflows to manage, segment and routing data, to the appropriate administrator for processing. Processed data can then be analysed and exported to an existing document management system, database or an electronic folder structure.

What makes UNIform unique, is its flexibility in that it can be tailored to each individual requirement in terms of presentation and output options, Wellington College parents are located all around the world. The presentation of the admissions portal was crucial, it needed to look corporate and professional, but more importantly the functionality and the user experience had to be without question a flawless experience.

ITQ UNform

Tel:0865 874848

email:info@imagethroughqulity.com

BIG POWER NOW COMES IN A SMALLER SIZE

do more with A4
If you have been researching information about new copiers, printers or MFPs you will know there are two main options; A3 or A4. These terms refer to the paper sizes the machine is designed to handle and also generally the larger machines are also recommended for higher volumes and have offered a wider range of options.

The new IT406ci range from ITQ are the first MFPs to combine the high volume capacities and advanced paper handling options of larger devices with the easy installation, smaller footprint and flexibility of a compact MFP

When looking into new printers or MFPs, which one is right for your office depends mainly on the paper sizes you will be printing, copying and scanning. However there are a few other things to be aware of before making a decision.

Paper Sizes A3 VS A4

Many offices use only A4 sized paper. However some offices use the larger A3 size for engineering documents, making booklets, menus, and design layouts. A3 size paper is the same size as two A4 sized pages put together. This makes booklet making easy by simply folding the paper in half.

Also because of the large size it is useful for enlarging engineering diagrams to a readable size. A3 is also great for printing large spreadsheets on. It’s much easier to read a spreadsheet printed on A3 sized paper than reducing the font to fit on A4 sized paper.

The Size Difference Between A3 and A4 machines

Since an A4 machine is designed to work with smaller paper sizes it has smaller internal components. This allows for a more compact design which obviously results in a machine that takes up less space than the larger A3 machine.

On the other hand, an A3 machine is designed to work with the larger sized paper and generally in the past has had larger more durable internal components.

Available Options on A3 and A4 machines

In the past the smaller and lighter A4 machines generally had only light duty options available. For example, if the machine has a stapler option it may be limited to stapling only 20 pages at a time and probably no large capacity tray, folder, 4-hole punch, or finisher available.

This meant that if you required equipment with any of these options then you would likely have needed a full size A3 machine to handle these tasks, even if you only require A4 paper size.

Cost difference between A3 and A4 machines

In the past larger more robustly designed A3 machines will have cost more than the A4 machines not only because of their larger frames but also higher yielding internal components cost more.

Before the IT406ci range the monthly printing/copying volume was the key to determining which machine is most cost effective for your office. Up to 1000-4000 pages a month an A4 machine will usually be the most cost effective. Above that monthly volume an A3 machine was the only option because of its durability. Now the new IT406ci range has the durability and options available for higher volumes when only A4 is required.

 ITQ High Volume A4 Range

Three new colour multifunctional copier/printers have been launched; the IT306ci (32ppm), IT356ci (35ppm) and TASKalfa 406ci (42ppm).

These machines provide the speed, durability and options for a new segment of the copier/printer market, they are all A4 paper size but offer the same features as ITQ’s A3 machines

“Customers want the high speed, high paper capacity and all the options of full size office MFPS but without the cost of A3 which they rarely if ever use.” says Graham Varndell MD at ITQ.

Contact ITQ

A Look Back to the Future

A pushy hard sell? That’s so 2000! This humorous take on the old way of selling had folks at a recent Kyocera conference nodding and laughing. The skit perfectly portrays the old mentality of “feeds and speeds” selling in stark contrast to ITQ’s current Total Document Solutions approach. Take a look!

It’s two years later and our friendly Kyocera dealer and certified Total Document Solutions specialist Jerry is on the golf course with his favourite client John, who is facing a tricky merger. It’s a classic dealer/client encounter, presented with a smile. Spoiler alert: thanks to his Total Document Solution training from Kyocera, Jerry hits a hole in one.
Thanks to Kyocera Document Solutions for sharing this.
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To check out the future telephone 01635 874848, or web
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What does your Font Cost?

Inside A.S. Watson Fortress And Watsons Stores As Temasek Diversifies From China Banks With Hutchison Whampoa's Retail Arm

One of the most common fonts used in business is Times New Roman, but is it the most cost effective?

A bit of history first.

Times New Roman was designed in 1932. The Times newspaper introduced it in response to a criticism about its newspaper being printed badly and typographically behind the times. In response, The Times commissioned a typeface design company to improve the newspaper’s “economy of space” and “legibility”. The resulting design, Times New Roman, is based on the Plantin typeface redesign of 1913, the original design of which goes back to the 16th century Garamond typeface. Times New Roman is appropriate for reading plain texts such as contracts as it has a firm authoritative ‘look and feel’

The alternative, therefore, is Garamond. The design that is currently in use was originally designed in the mid sixteenth century. This member of the Roman type family has survived the centuries because of its remarkable readability. As one of the oldest typefaces, Garamond conveys a sense of solid tradition, yet is still soft and attractive thanks to its elegantly rounded serifs and its diagonally emphasised strokes.

Whilst what font you use may be a matter of individual taste or company policy have you ever considered the relevant cost of using a particular font? I would guess not.

A recent study in the US carried out by a 14-year-old student details how the U.S. government could save about $234 million a year by simply switching the type of font that is used on printed documents.

In his study, young Suvir Mirchandani, found that Garamond is a more efficient font than Times New Roman for printing. This is because Garamond uses thinner strokes for its letters, meaning less ink or toner is used on each character.

He found that the saving by switching fonts would amount to 29%. Based on his research and randomly choosing an HP cartridge (an HP301XL) with an average page cost of 5p (based on HP pricing and yield), changing font you could save almost 1.5p per page or over £7 for every ream of paper you use.

This research may have been done by a young man with too much time on his hands but it is certainly worth bearing in mind.

If you would like to see how ITQ could make substantial savings on your printing/copying download our white paper.

Colour Copy/Print Meter Scam

Colour copies

On a recent visit to a potential customer ITQ Sales Manager Eddie Chaplin was quizzed about the copy/print charges that seemed to be excessively high in relation to the users actual volume.

Upon investigation Eddie realised that the client was being charged over 3 times what their contracted cost should be, he discovered the electronic meter in the machine was set to ‘development’ mode rather than ‘pages’.

When a copy or print is made in development mode the meter clicks for every colour and also for black. Therefore, if the users colour cost per copy is 4p and mono is 0.5p when they make a copy or print it will cost 12.5p (3 colours x 4p + 0.5p).

Unscrupulous suppliers are contracting users with an unprofitable cost per colour copy/print of 1 or 2p knowing that they will make the money through development mode, 3.5p or 6.5p but with all meter readings appearing correct.

We have found this on Ricoh devices but it is possible on every manufacturers device.

To check your devices meters are set correctly

  1. Make a note of the current meter reading.
  2. Make an A4 full colour copy.
  3. Take the meter reading again.

The colour A4 count should have increased by one and the mono count should not have increased at all. If your colour count has increased by more than one or your mono count has also increased, then the meters are probably set incorrectly.

What to do if you think your meters are set incorrectly.

Contact us as soon as possible, our Contracts Department has helped many clients to reclaim contract overcharges, either service charges, unfair lease contracts or other contract scams, amounting to many tens of thousands of pounds. We provide this service at no cost and without obligation, we just want to expose unscrupulous suppliers that are giving the industry a bad name.

Tel: 01635 874848

BETT Co-operation for Ashgrove School

After a visit to BETT 2013 ITQ and Kyocera (UK) have worked together to provide a new enhanced printing system for Ashgrove School.

ashcroft1

The School aims to provide a caring atmosphere in which children with special needs are encouraged to develop effective communication, social and independence skills and achieve his or her potential.

Mr Davies, IT Manager explains: “We look after all the equipment for 250 pupils and 220 staff. We look after children of all ages – from one up to 18 year olds and they all need support. Each class has a class RFID card to release print and we know the IT has to work properly as some of the children can get upset if they can’t collect their printing when they expect to.”

“We went to BETT Show in January 2013 and spoke to people about print solutions because we knew that even if we upgraded our existing HP printers they wouldn’t be robust enough. We knew KYOCERA printers were solid and robust and it was easy for the teachers to replace the toner so we were interested in learning more.”

Mr Davies said: “We visited ITQ at BETT and the rest is history. We spoke to James Wilding, ITQ Sales Manager, a lovely guy who still deals with us. He spends time with us and takes the time to train our staff.

The school purchased the award-winning KYOCERA TASKalfa4550ci, TASKalfa3050ci, TASKalfa 2550ci and SC2626MFPs

Installed with SafeCom Go print management embedded on the printers ensures confidential, secure printing and adds secure pull print functionality to the MFPs. User authentication is simple users just swipe their RFID card to retrieve their printing. Using SafeCom Go with the KYOCERA devices also cut paper and supply costs by up to 20%.”

Download the full story and see ITQ at BETT 2014, stand A8

bett 2014