You might have heard about Managed Document Services, but you’re not sure whether or not it is a service your business would benefit from. Ask yourself the following questions and uncover the benefit a Managed Document Services program could provide your business.

1: Does your office have printing technology?

If you have 3 printers in your local small-town office or if you have hundreds in 10 offices scattered across the country, Managed Document Services are right for your business. The benefits of print management can apply to any business, regardless of size and print equipment quantity.

2: Is there a strategy behind your printing?

Most organisations do not take the time to define a document strategy. It is time-consuming and falls at the bottom of the priority list. A lack of process can cost a significant amount of money, in the long run. The costs correlated with printing can add up to between 1-10% of a businesses’ total revenue. Installing a print strategy that effectively monitors and manages your fleet of equipment can provide your company cost savings of up to 40%.

3: How much are your print costs?

 Most businesses do not have an exact understanding of their print costs. Commonly we find businesses only consider the cost of equipment, service and supplies. However, these hard costs are only a portion of what makes up your total printing investment.

When determining this number, you also have to consider numerous indirect costs that can significantly impact your total investment. You must take into account every component: equipment, supplies, maintenance, employee burden rates and equipment life. These add up much higher than anticipated, which is an unpleasant surprise for many businesses.

4: Do you want to save time and money?

As we’ve suggested, implementing a process could save your business up to 40%. Additionally, an initial audit will uncover unknown print costs and missed savings opportunities. Many MDS programs save companies money because they allow employees to focus on their priorities and leave these print technology duties to professionals who perform these tasks on a daily basis.

These cost-saving benefits are achieved by:

These questions are positioned to get you thinking about your current print environment and how it is being managed. Every company has a unique situation, but we believe Managed Document Services will provide value to most businesses. Request a print audit to get a more solidified answer.

Send a request for an audit with MPP using the form below.

To succeed in the digital age, organisations need lean, integrated and most of all digital processes to support their business

As we move towards a cashless environment, the initial frenzy and confusion has given way to a paper-free work environment. With global-tech firms like Google and Amazon paving the way for digital payments, this has reduced the dependency on cash and pushed us towards the use of digital solutions. These initiatives have captured the imagination of a cashless economy thereby reducing our dependency on paper. In the corporate world, this could signal the beginning of a paperless culture. Let’s start by looking at some trends which show how imperative it is to build a paper-free work environment:

Paper Passé

The amount of paper used in organisations towards printing documents in a single day is astounding. According to the paperlessproject.com, globally, an average office worker uses 10,000 sheets of copy paper annually. These numbers can be changed drastically by integrating paperless solutions to avoid the needless printing of documents. One way for organisations to reduce costs and better manage discretionary spending is to automate invoice processing and disbursements.

Automation delivers an average of 29 per cent reduction in invoice processing costs. Also, manual expense reporting involving paper receipts and tedious expense report assembly are a burden on business travellers. Employees find collecting receipts and filling reimbursement forms very cumbersome. At the office, the finance department cringes at the thought of deciphering receipts copied manically onto sheets of paper, and everyone, especially CFOs keeping their eyes on cash flow, don’t like waiting to be paid. Further, if data is scattered across the business in paper form, it is impossible to get the full picture, let alone insights that are accurate and timely.

Digital Payments

The massive paper piles, tedious tasks, and inefficiency of paper-based processes are some of the things that employees detest. One key solution is digital payments. Compared to manual payment systems, it’s faster, more accurate, and rich in data that can improve decision-making and reporting.

CFOs look for a more integrated and automated payments approach with several benefits— most importantly, less manual labour and lower costs, freeing up resources for more strategic uses. Many of them also expect more accurate reporting, improved payment processing speed, visibility, control, data security, and compliance.

Improved ROI

Companies that have adopted electronic expense reporting have experienced a whopping 58% reduction in processing costs and greater ROI. The automated system enables employees to book travel plans that are compliant and cost-efficient, manage expenses without having to keep track of paper receipts or fill out spreadsheets and gain approvals more quickly. No more collecting paper receipts, filling out paper expense forms and trying to get reimbursed.

In a study by the Aberdeen Group, 48% of businesses indicate they want to improve their travel and expense processes and thereby, their visibility on spending. This enables them to see monthly spending and to be able to close the business’s books.

With an automated system, there is more benefit in terms of heightened productivity, minimal need for manual input of T&E spend data, and optimal use of data mining and insight to flag out-of-policy spend. Plus, the benefits to the environment are immense – forgoing 55,000 receipts can spare as much as an entire tree!

To succeed in the digital age, organisations need lean, integrated — and most of all digital processes to support their business. Finance and procurement decision makers who prioritise fast, connected, and insight-led payment processes will surpass those who continue to rely on inflexible, disconnected, paper-based systems. Solutions that integrate systems with automated payment tools can generate important operational efficiencies, such as reduced manual labour and costs as well as greater visibility and control over payments. 

Contact us to find out how we can help you move towards a paperless environment.

For some businesses, the promise of a paperless office is still more a dream than a reality. But it shouldn't be, as the technology has now caught up with the idea.

In fact, going paperless makes it easier to back up your work and keep it safe.

In 2014, Gartner estimated that the cost of filing, storing and retrieving paper for US businesses was between $25bn and $35bn. This cost only hints at the complexity and pitfalls involved.

Going paperless and implementing a cloud-based document management system (DMS) immediately improves things. By converting paper to digital as early as possible, and filing securely in an encrypted DMS, your company solves a lot of problems in one go, aside from just freeing up physical space.

Limitless storage

A DMS frees you from using standard filing convention, with tags letting a document surface in different locations without having to make copies. This simplifies storage and retrieval and means that you only have the one master document. Should changes to that one document need to be made, they will be reflected everywhere without having to redo any copies.

One of the significant problems with paper storage is that it’s easy for a document to go missing, or for someone to file it in the wrong place. With a DMS, these problems go away. Now, users can only digitally check out a document, but the original copy remains in the DMS where it can’t be lost.

“The estimated cost of filing, storing and retrieving paper for US businesses is between $25bn and $35bn”

Remote working can also be improved by going paperless. Sales people out on the road, for example, can use technology like Brother’s scan-to-cloud to digitise documents in real time. There is no chance that a postal order, contract or other important piece of documentation can go missing before the sales person returns to base.

Safe and secure

Storing everything in the cloud has ancillary benefits, too. First, and most importantly, the IT department no longer needs to create complex backup routines to try to save data. In this case, if a user created a local file and picked the “wrong” folder to save it in, or their computer crashed between backups, critical data could be lost.

With the cloud, every change is saved instantly without the user having to do anything. This instant approach means the old days of backups are dead.

Next, versioning is improved dramatically, as each change can be saved as a different version. Should you need to check for edits and roll back to a previous version, you will easily be able to do this. Doing the same thing with a locally stored document simply is not possible.

 

“Life in a paper-filled world was

different, as a single fire could

wipe out all the documents the

business had to its name”

Thanks to the distributed nature of cloud computing, all of your data is safe in the cloud. Life in a paper-filled world was different, as a single fire could wipe out all the documents the business had to its name, including copies. Now, should your building burn down, none of your data would be lost – including all scanned documents.

While moving to the cloud is more convenient, the danger that a lot of company’s face is data security. This is particularly true with the General Data Protection Regulation that came into law in May 2018. Under this new directive, any company that fails to secure its data and maintain compliance with the law can be fined up to €20m or 4pc of its worldwide turnover, whichever is greatest.

Careful access

If nothing else, the financial threat should be enough to convince companies that they need to lock down all data. Moving to a paperless world helps you do that.

With paper documents filed away in a room, it can be hard to restrict access on a per-document basis. Once an employee gets into your filing system, they can look at practically any document they want, which is a huge threat to privacy.

With a DMS and cloud storage, your business has per-document controls that it should implement. Every business should review who has access to what and make sure that they are not over-sharing. As a general rule, employees should only be able to access the data that they require to do their job, no more.

There are different levels of access, too. For example, you may want to prevent users from being able to delete documents; instead, they may be able to remove them from their view, leaving the original behind, which a system administrator can restore or look at. You should also look at other controls. Some employees, for example, may need read-only access to information, but shouldn’t be allowed to copy or print the data.

Implemented correctly, a paperless office gives your business more control over its documents, better data security, and instant backups and versions.

Contact us to find out more about how your business can benefit from moving towards a paper-less environment and improved GDPR security.

The far-reaching financial, legal and repetitional implications of a data loss mean that information security is a business imperative. Safeguarding the ever-increasing volumes of valuable corporate data against unauthorised access has become integral to maintaining business operations and adhering to increasingly vigorous data privacy compliance requirements.

For many organisations, their cyber-attack surface area is increasing as connected Internet of Things (IoT) endpoints proliferate. These include both legacy and the new breed of smart printers and multifunction printers (MFPs). Consequently, businesses must take a proactive approach to print security as these print devices can provide an open door to corporate networks. By taking steps to analyse the potential vulnerabilities of print environments, businesses can mitigate risks without compromising productivity.

 

The evolving IoT security threat

 

October 2016 saw one of the worst distributed denial-of-service (DDoS) attacks in history, when a strike on DNS provider Dyn took a major part of the internet’s DNS infrastructure offline – including Amazon, Twitter, Spotify, Netflix and Reddit. This attack is representative of the increasing complexity of the data security threat, and the rising number of high-profile breaches that are affecting hundreds of millions of users worldwide. Its nature also signals the evolving shape of the threat: the attackers targeted the rapidly growing network of connected devices known as the Internet of Things (IoT).

The number of IoT devices – think vending machines, thermostats, video cameras and networked printers – is estimated to reach anywhere between 20 and 50 billion by 2020. These devices are smart and connected, but they are also vulnerable. IoT devices can be remotely managed, and are able to generate, store and retrieve a wealth of data as well as initiate service or maintenance requests. For hackers and malware looking for a way into a corporate network, unsecured IoT deployments provide the perfect entry point.

 

The true impact of a data breach

 

The consequences of any networked device being compromised are far reaching, whether the outcome is downtime or data loss. A data breach can leave a company open to huge fines and legal penalties and damage its reputation and customer confidence. According to PwC1 90% of large and 74% of small UK organisations reported suffering a data breach in 2015, while a 2016 study from the Ponemon Institute2 reveals the average total cost of a breach to be $3 million, with the average cost per stolen record $158.

In Europe, the penalties for a data breach will become even higher when the new General Data Protection Regulation (GDPR) comes into force in 2018. Companies that handle EU citizens’ data will have new obligations in a number of areas – including data subject consent, data anonymisation and breach notification – requiring major operational reform. Regulators will be authorised to issue penalties equal to €10m or 2% of a business’s global gross revenue, whichever is greater, for breaches. The UK will be required to comply with the GDPR, whatever the agreed terms of its exit from the EU, as member countries will remain key trading partners.

Implementing strategies to ensure that data on endpoints is protected from theft, loss, digital intrusion or prying eyes is therefore critical to any organisation.

 

Protecting the weakest link: the multifunction printer (MFP)

 

With its advanced connectivity and capacity to store large volumes of data, the multifunction printer (MFP) has long been a ‘weak link’ in the IT infrastructure – one that businesses can no longer afford to be complacent about.

The MFP has brought increased convenience and improved productivity to the office environment. A smart, sophisticated device which runs its own software and services, it has evolved to become an integral document processing hub capable of handling print, copy, fax, scan and email. However, its ability to monitor usage and collect data, as well as network connectivity only increases the potential for exploitation by hackers.

With MFPs often situated in easily accessible locations, if the proper controls are not in place it is all too easy for unauthorised users to get their hands on confidential or sensitive information left in output trays – either intentionally or by accident. In a recent survey by Quocirca, 61% of large enterprises admitted suffering at least one data breach through insecure printing.

This security gap must be closed. Organisations need to take steps to include effective print security as part of their overall information security strategy. This should encompass a full evaluation of security risks associated with the existing print infrastructure at a hardware, user and document level, the implementation of the technology, and user engagement.

 

Print security vulnerabilities

 

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.

 

The potential risks are illustrated in Figure 1. These include:

 

The prevalence of a print data loss

 

Data loss through printing is prevalent, even amongst organisations that operate a managed print service. Overall 61% reported at least one data loss in the past year, 51% in organisations with more than 3,000 employees and 68% in organisations with 1,000 – 3,000 employees. For those organisations not using an MDS it is likely that the proportion of breaches is even higher (Figure 4). In fact, in many cases organisations may not be aware of all data loss incidents, meaning that potential data loss could be even higher than what is reported.

Figure 2. Data loss by organisation size (organisations using a managed print service)

Those organisations that are operating a centralised model based on shared MFPs are less likely to have experienced data loss – 38% indicated no data losses compared to 18% of those operating a distributed model of workgroup printers (Figure 2).

 

Figure 3. Data loss by print infrastructure model

While 67% of those operating a multivendor fleet reported at least one data loss, this dropped to 41% for those that were operating a standardised fleet (Figure 3).

A standardised environment is always going to be easier to control given that security functionality and tools can be applied consistently to all equipment. And normally, these organisations are further along in their MDS engagements and will have benefited from security assessments. This reflects the benefits – from an IT management and user perspective – of a consistent approach to security that is possible with a single hardware brand.

However, in many organisations, it is typical to find a patchwork of devices from different vendors which in turn require different tools and software platforms. Although a best of breed tool can be used across a mixed fleet to enable secure printing (such as pull printing), there remains a challenge in protecting the vulnerabilities of older or legacy devices which may be more exposed than newer devices with built-in security features against today’s threats.

 

 

Figure 4. Data loss by fleet type

So, what is the nature of the data loss from a print perspective?

Notably although access to the network was a top concern amongst the majority of respondents, these concerns may be unfounded. Only 18% reported that an unsecured MFP has led to unauthorised access to the network. However, almost half reported that network interception, hard disk theft and unauthorised access of unclaimed output were factors (Figure 5).

 

Figure 5. Reasons for data loss

Closing the gap in print security clearly requires a range of measures. Most manufacturers offer a combination of built-in security features – both hardware and proprietary and third-party software tools.

 

Print security best practices

 

Given the multiple points of vulnerability in the print infrastructure, businesses must employ a layered approach to print security. This requires a combination of activating built-in hardware security features, implementing software tools such as pull printing and educating users on responsible and secure printing practices.

MPP recommends that the following measures are taken:

  1. Ensure print devices are part of an overall information security strategy. Printers are no longer dumb peripherals and must be integrated into an organisation’s security policies and procedures.
  2. Adopt a security policy for the entire printer fleet. Ultimately, in the event of a data breach, an organisation must be able to demonstrate that it has taken measures to protect all networked devices. It only takes one rogue or unsecured device to break an organisation’s defences. Many organisations offer a multitude of devices across locations. An organisation should be able to monitor, manage and report on the entire fleet, regardless of model, age or brand.
  3. Secure access to the network. Like other networked devices, MFPs require controls that limit network access, manage the use of network protocols and ports, and prevent potential viruses and malware. Transmitted data should be encrypted.
  4. Secure the device. Activate hard disk encryption and data overwrite functionality. Hard disk encryption adds an additional layer of security securing stored data be it actively in use by the device, sitting idle on a device, and/or used by the device in a previous job. To avoid the risk of data being recovered when the MFP is moved or disposed of, data overwrite kits should be employed to remove all scan, print, copy and fax data stored in the hard disk drive.
  5. Secure access. Implement user authentication to eliminate the risk of unclaimed output being left in printer trays. User authentication, also known as pull printing, ensures documents are only released to the authorised recipient. Authentication through smartcards or biometrics is required before access permission to the printer is given and can be enabled across an enterprise-wide device fleet, a specified printer, or an external authentication server.
  6. Secure the document. In addition to access and device controls, digital rights management capabilities can further discourage unauthorised copying or transmission of sensitive or confidential information. This can be achieved by enabling features such as secure watermarking, digital signatures or PDF encryption. Secure watermarking embeds user-defined text only visible when a document is copied; encrypted PDFs can only be accessed by users with correct passwords; and digital signatures help verify a PDF’s source and authenticity. Some devices also have enhanced features to detect the type of document or even the content and determine if the user has permission to print.
  7. Ongoing monitoring and management. To ensure compliance and to trace unauthorised access, organisations need a centralised and flexible way to monitor usage across all print devices. Auditing tools should therefore be able to track usage at the document and user level. This can be achieved by either using MFP audit log data or third-party tools, which provide a full audit trail that logs the identity of each user, the time of use and details of the specific functions that were performed. Businesses operating a diverse mixed brand fleet should consider vendor-agnostic tools to provide these capabilities. Furthermore, as security threats are constantly evolving, continuous monitoring is essential to establish ongoing governance of the print infrastructure.
  8. Seek expert guidance. Manufacturers and MDS providers continue to develop and enhance their security offerings. Take advantage of security assessment services which evaluate potential vulnerabilities in the print infrastructure.

 

If you’d like a print infrastructure assessment, please enquire with MPP using the form below:

Organisations that are ahead of their peers in the digitisation journey are outperforming them in profitability, customer loyalty and employee engagement, according to Quocirca. A digital transformation strategy that is geared towards improving process efficiency across both paper and digital information pays dividends – but achieving this level of maturity is a challenge. How do you know what technologies and delivery models to adopt, for example?

MPP are exceptionally well positioned to become an organisation’s strategic partner in the drive to accelerate the digitisation process. Our offering has evolved beyond other MDS service providers’ traditional roots of print, into broader solutions and services that automate business processes and optimise workflows.

 

Re-defining the paper and digital boundaries

 

Successful digital transformation extends beyond simply digitising paper documents and paper-intensive processes such as invoicing. This is a vital starting point, of course. The use of scanning and capture technologies increases operational efficiency, reduces storage costs, and enables rapid access to timely and relevant information.

A mature approach must broaden out from digitising paper, however, to the optimisation of information management through business process automation. This may require the complete re-engineering of a process through the leveraging of workflow automation technologies and platforms. Automating information-intensive processes enables organisations to realise valuable wider benefits such as improved collaboration and an enhanced customer experience.

 

The enduring paper trail

 

Despite almost 70% of organisations recognising digitisation as a key element of an information management strategy, businesses remain reliant on paper-based processes. Almost 60% of those surveyed report that up to 30% of their processes use paper, with the most cited reason being the need for physical signatures.

In addition to being inefficient and costly, this dependence on paper leaves an enterprise open to security vulnerabilities and compliance issues.

 

Where are we on the digitisation journey?

 

More than 80% of companies believe increasing business process efficiency to be a very important factor in driving digitisation. Almost two-thirds have already digitised several business processes, with the most common areas being records management (41%), claims processing (32%) and accounts payable/receivable (30%).

The most mature organisations in the survey – those identified as ‘digital leaders’ – combine a clear digital transformation strategy with investment in business and workflow automation tools.

Implementing integrated, enterprise-wide policies to control and manage both paper and digital information is essential. While 44% of businesses have done this, only 15% report that paper and digital workflow integration is very effective.

The other key driver of digital maturity is the implementation of workflow solutions which enable more effective information sharing, collaboration and efficiency. The digital leaders in Quocirca’s survey have invested in a range of solutions such as e-invoicing, e-signatures and document capture.

 

The roadblocks

 

There is no ‘one size fits all’ approach for digital transformation, and it requires significant cultural change for some. Business process automation typically demands strong employee and executive commitment, supported by governance and change management. The biggest challenge is securing employee commitment, cited by 46% of respondents as their main hurdle. Justifying investment is another common obstacle, resulting in silos of automation around the business which cannot be integrated.

The sheer scope of digital transformation projects is a challenge. Each organisation must take action across a number of areas, including paper digitisation, automating back-office applications, information management and collaboration, and implementing new digital customer engagement models.

This complexity is driving enterprises to look for partners that can support the entire digital transformation journey, augmenting their strategic capabilities and enabling full business process automation by implementing solutions that can be integrated with existing infrastructure.

Our breadth and depth of experience gives MPP an edge as a trusted and strategic partner for long-term digital transformation. Partnering with MPP brings organisations deep technical expertise, best practice, scale and flexibility and best-in-class service levels.

 

A strategic partnership that builds maturity

 

MDS is an established approach to reducing the cost, complexity and risk associated with an unmanaged print infrastructure. We have extended our capabilities to encompass broader information management and business and workflow automation offerings, including software and services.

This gives us the unique advantage of being able to provide a strategic, holistic assessment of the complete information lifecycle – both paper and digital – and to recommend opportunities for automation.

Drawing from our extensive solutions portfolios, we can then provide tools and software to improve workflow efficiency. Through proprietary technology and strategic partnerships, we are able to offer solutions and services that cover most areas of digital transformation – document capture, processing, workflow integration and automation, content management and customer communications.

Almost half of the businesses in the Quocirca survey currently use an MDS provider for digitisation/workflow automation, with a further 32% planning to do so. The findings reveal that those which use MDS already are ahead of the curve when it comes to their digitisation and business process automation strategy: 77% reported that they were effective in integrating paper and digital workflows compared to 56% of those not using MDS.

 

Conclusion

 

Organisations that succeed in accelerating their digital transformation strategy can significantly boost business value, profitability and efficiency. There is a big opportunity for businesses in the UK to improve their maturity in this area: 40% of US organisations are ‘digital leaders’, compared to just 16% of UK organisations.

A business must evaluate potential MDS partners on the basis that they can support ongoing digital transformation and continuous innovation, like MPP can. We have a broad spectrum of offerings with joint technology integration to ensure interoperability and use analytics to identify opportunities for continuous improvement.

MPP also perform a more proactive role in supporting digital transformation. We build the capability to provide a strategic roadmap for organisations – one which involves benchmarking and maturity assessments, and the detailed evaluation of business processes to prioritise business needs. We offer a flexible, modular and industry-focused portfolio of solutions that supports a phased approach. Above all, MPP are able to align with the customer’s business strategy approach and retain a sharp focus on delivering business outcomes and value.

 

Find out more about how to get ahead of your peers. Contact  MPP using the form below

Today we live in an enveloping world of technology where businesses can access numerous tools in assisting with the day to day operational functions and making of important decisions.

But, as technology becomes more advanced we create a brand-new set of problems. CYBER SECURITY - Data breaches, data theft, phishing, ransomware, and malware are perfect examples. Almost all of these vulnerabilities come from every-day usage of peripherals like printers, and businesses most definitely need to consider protecting the confidentiality of their documents.

The white-hat hacker known as Stackoverflowin hacked over 150,000 business and receipt print devices in 2017 to try and raise awareness around the importance of security on printing devices. Well known OEM’s such as HP, Canon, Epson and Brother were susceptible to the attack. Stackoverflowin advised that the script that he wrote “targets printing devices that have IPP (Internet Printing Protocol) ports, LPD (Line Printer Daemon Ports) and port 9100 exposed to external connections”. Devices that are Printers set up by default have zero security, the in-house network administrator would need to reconfigure the network to keep it secure.

SMB’s are prominent in the usage of MFP’s or multi-purpose printers, purely because of the ease of use in day to day operations. Features like faxing, scanning, photocopying and emailing have proven productive in cutting down time and costs. However, the problem with that is that it opens a multitude of security vulnerabilities.

Printer Hacking Security Breaches

How do the attacks take place? There are multiple ways hackers can perform malicious activities.

One of the most common attacks is when MFPs use an authentication mechanism that gives access to an employee via RFID, swipe-card, fingerprint, or manual entry of credentials (username and password). Hackers could evade the MFPs access to the network giving them the ability to print any documents and steal sensitive information.

Another popular attack is a denial of service or DOS for short. This is when a printer is flooded with traffic from a botnet or an application that would render the printer useless, sometimes going as far as destroying it. Obtaining free or cheap software for conducting a DOS attack is not hard. Searching for results on Google or the “dark-web” is enough.

 

 

BYOD and printing has made businesses even more vulnerable to cyber attacks with many personal devices connected to a printer, or an array of printers. A hacker can inject your personal device with malware that can gain direct access to the corporate network, and thus its printers.

Security Measures for Printer Hacking

There are many security measures that your business can use to avoid attacks on printers. For example:

Although hiding your businesses printers will certainly keep the attention away, it does not necessarily mean your printers are secured. If an inquisitive hacker manages to penetrate the network, he or she will be able to see the printer. If there are no security measures on the printers, then it will be easy for a hacker to intercept documents, steal sensitive information or sabotage its operations.

As digital grows to solve every-day business tasks in the lives of millions, so does the need of cyber-security.

It is increasingly becoming easier to breach devices and steal sensitive information. In today’s global space, businesses have an obligation to deploy printer related security measures.

 

To speak to a Managed Document Solutions expert about your current print environment security and book an audit please contact us using the form below

"Printers need to be secured"

A recent survey of 200 enterprises with over 1,000 employees in the UK, France, Germany and the US by business and IT analyst firm Quocirca revealed that 61% admitted suffering at least one data breach through insecure printers. Modern multi-function printers come with a host of features to print, copy, fax, scan and e-mail documents, making them, in effect, computers themselves and therefore potentially vulnerable to cyber-attack.

Multi-function printers are vulnerable to four main security weaknesses: printed documents left unclaimed in print trays, images stored on local printer hard drives, unauthorised access to the printer and several network vulnerabilities such as those using the fax functionality.

Examples of cyber-attacks have included: disabling printers for ransom, accessing insecure printers for vandalism and pausing print queues while data is extracted. Open network ports leave the printer vulnerable to unauthorised remote access which in turn could lead to data theft or their use in denial of service attacks.

Improperly decommissioned printers have the potential to be exploited for business records still in the printer’s memory.

Recent research also identified 3,800 3D printers that were left exposed online without a security password, leaving them vulnerable to interference. Users had failed to set up this fundamental security precaution through convenience or ignorance meaning hackers could either steal the 3D model plans or alter key parts of the plan to make the printer produce defective items.

The vulnerabilities outlined above show that cyber security for printers should receive as much attention from organisations as other parts of their IT estate when establishing security controls.

Read the full article here.

 

FOR ADVISE AND INFORMATION ON HOW TO PROTECT YOUR ORGANISATIONS PRINT INFRASTRUCTURE FROM A DATA BREACH, CONTACT US NOW.

CHALLENGES IN THE MEDICAL INDUSTRY... 

The medical industry requires robust and secure systems for its document workflow and print processes. Confidentiality is a critical factor that affects every area of every organisation, and many struggle to comply with changing regulations. From a business perspective, cost savings and efficiency are also major issues - wouldn’t you agree?

For one of the medical industry experts, these issues became very apparent when planning a move in 2016 from a five-site setup to one collaborative head office in London. Patient, client and employee confidentiality was not as secure as it needed to be and the organisation knew processes needed to be updated to fit with their new office layout.

THE CLIENT'S SITUATION... 

With over 800 employees in the business and a thriving HR department, it was unsurprising that our client had accumulated a vast number of printers and devices. In addition, with security and confidentiality a key focus, the costs of printing became a secondary factor.  

HOW WE IMPROVED OUR CLIENT'S INFRASTRUCTURE... 

We began by auditing the company’s offices.  

The key priorities were to:

By using secure print software that integrates staff identification, we guaranteed the best leading digital security software and solutions to ensure our client’s important information remains confidential.

MPP reduced the fleet size by 80% by installing less but more robust and productive devices. MPP optimised our client’s printer/copier estate from 306 devices to just 49 and implemented a secure “follow me” solution that also reduced volumes and improved efficiencies.

MPP reduced our client’s annual costs by 35%.

By utilising our secure and effective document management software we reduced our client’s environmental footprint, lowered their costs drastically and helped them to move towards a paper-less environment.

 

HERE'S WHAT OUR CLIENT SAID...

“Having been recommended to us by a business contact, we asked Managed Print Partners to carry out an intensive audit. The findings were astounding – we estimated we had around 190 devices, but MPP discovered 306 devices in our fleet, all from countless manufacturers and suppliers. 

As experts in the medical industry, confidentiality is key – especially with GDPR on the horizon. Managed Print Partners helped us overcome privacy issues by putting a secure print solution in place, helping us automatically comply with many data protection regulations and improve security company-wide. The audit also outlined areas of potential cost-savings and efficiency, saving us an estimated £150,000 p/a. What’s more MPP helped us manage our expanding HR department by providing and managing a digital scanning solution. 

All the advice given by Managed Print Partners was independent and tailored to us. Plus, the team fully manage our service now and have done for over 12 months, which allows us to focus on our core business. Originally, we were hoping to achieve a more tailored, secure system, and Managed Print Partners delivered this and more, but the incredible added savings were a bonus for our business too.” 

 

How much could your business save with a managed document solution? 

 

The results your business can expect from MPP... 

 

 

Digitise your document processes and save your business up to 40% on its print costs with MPP’s leading unique solutions.  

Fill in the form below to enquire

THE DAILY CHALLENGES FACED BY COMPANIES

Do you find that poor printing infrastructure creates daily challenges for your business including substantial costs, lack of document security, potential GDPR risks and an unnecessary burden on your IT department? For one of the UK’s leading independent architectural companies the issue was no different.

Boasting a £35million turnover, over 200 employees and 10 offices across the UK, this company demanded a robust, structured system to ensure that all document management is as streamlined and efficient as possible.

 

THE TROUBLE WITH SUPPLIERS

Our client was looking for help to alleviate many of the difficulties it faced with its current supplier. Fundamental issues included: 

The problem boiled down quite simply into the fact that our client was paying a lot of money for a very basic, inadequate service. Do any of the above sound familiar?  

 
HOW WE IMPROVED OUR CLIENT'S INFRASTRUCTURE

We began by auditing the company’s head office.  The key priorities of the solution design were to:
 

With the above priorities in mind we created a structured, tailored solution that worked across multiple offices, and comprising of just one manufacturer. 

 

HERE'S WHAT OUR CLIENT SAID

“Having been highly recommended to us by a third party, we chose Managed Print Partners because they were independent consultants who took into account every part of our business – and didn’t just try and sell us one brand of hardware. MPP produced a cohesive, balanced deployment plan that suited our new working environment and even incorporated our tracking and billing software.

“The biggest impact the new systems have had on our business is the incredible cost reduction. Our costs have reduced by £100,000 p/a – we are now paying 40% less for 42 devices, including consumables, compared to the amount we were paying our last supplier for just 11.  

What’s more, the printer-related calls to our help desk are now almost non-existent, which makes the whole system much more efficient. Managed Print Partners also provides invaluable ongoing support and advice. Knowing we can just pick up the phone and get a response straight away means we can focus on other areas of the business.” 

 

Could your business benefit from a managed document solution? 

 

THE RESULTS YOUR BUSINESS CAN EXPECT FROM MPP:

Digitise your document processes and save your business up to 40% on its print infrastructure costs with MPP’s leading and unique solutions.

 

Please fill in the form below to receive a call back from us and get started with your digital transformation! 

London Office 


First Floor
65 Carter Lane
London
EC4V 5DY

020 7488 4041
enquiries@mppdigital.com

Sussex Office 


24 Glenmore Business Park
Chichester
West Sussex
PO19 7BJ

01243 769035
enquiries@mppdigital.com

Find out how seamless and cost effective reviewing your document infrastructure can be. Get in touch to arrange your initial consultation  

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