Are you compromising security when making copies?

The digital copy machine is a marvel. It not only copies but can create seemingly unlimited sets from one set of originals, can save paper by printing on two sides, and enable enlarging, shrinking, cropping and more. Depending upon the features included in the machine it can fax, scan, and output directly from a computer.

The dirty little secret that the sales people forget to tell is that every time the machine is used, the originals are saved on a hard disk just like the disk drive in your computer. I do understand that to scan a set of originals and output multiple sets of the same, the machine needs to store the images of the originals for the current run. However, once the copy session is completed there is no opportunity to select a document from memory and reprint. So the question is, why not erase the images of the document once the current project has printed? Yet the images persist on the disk drive seemingly forever.

While the data on the disk drive is not readily accessible, if the drive is removed from the machine and connected to a computer running the right software, documents previously copied can be viewed and printed.

There is probably minimal security threat of a machine currently in use. Once the machine has been traded in or sold you have no idea who might gain access to it for nefarious purposes such as identity theft or corporate espionage!

As a user community we need to ask copy machine manufacturers to expunge all traces of images after a print job has been completed. In the mean time when you trade in or sell your copy machine you should have the disk drive removed after which you should physically destroy the drive. (Of course, a new drive will need to be installed for the machine to be used again).

See this CBS news report.

Will Limkemann

Keeping on-line data secure

April 1 has come and gone and the Internet still stands and few compters were affected by the Conflicker worm (virus) that was (perhaps legitimately) over-hyped by the media. So I thought we might all benefit from guidelines shared in the Wall Street Journal article, “How to keep your on-line business information secure”

Will Limkemann

Prepare for Catestrophic IT Failure

In the information age most businesses are totally dependent upon their computer systems. A brief power outage or server down time is more than just inconvenient – they can mean lost productivity and revenue. An extended loss of servers or other elements of the information technology (IT) infrastructure can be downright catestrophic. Companies have had to close their doors due to extended IT outages.

Here are some things a business should consider and do:

1. Have redundant servers

2. Back up data at least deaily and verify that backup media is properly storing the current data.

3. Store backu ups in a secure and fire proof location – preferably at a remote site.

4. Have a redundant off-site system.

5. Contract with a service company that provides remote preventative maintenance on your system, guaranteeing response time and timely hardware replacement when needed.

6. Install and keep upt to date firewalls and malware detection software.

7. Establish and enforce policies for use of E-Mail and Internet access.

8. Ensure that all software is current and well supported by vendors/developers.

9. If you use custom software, ensure that a) you have all applicable current source code, b) there is at least one person other than the developer who knows and understands the inner workings of the software.

Will Limkemann
Limkemann Business Advisors
440-871-0976
www.neobizadvisor.com
will@limkemann.net