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Data Security Protection: 4 Steps to Protect Your Documents Online

September 25, 2012

In the digital age, data security and protection is more important than ever. Whether you own a small business or work for a major corporation, federal mandates require all organizations to secure and protect consumer, financial, and medical information. Failing to secure this sensitive information can result in hefty fines and even criminal penalties.


Here are a few steps your organization can take to increase data security and protect personal and professional online information:


1. Lock sensitive documents with password protection. Prevent confidential materials from being viewed or printed by unauthorized users by setting up a system of secure passwords that are changed regularly.


2. Program your printer, copier, scanner, or fax machine with a print track and control system that automatically deletes secure documents from print records to help ensure that there are no extra copies floating around for users to stumble upon. Automatic deletion is a great feature for data and computer security.


3. Set up a remote document management system where secure documents can be sent to or scanned from an individual’s computer, tablet, or smartphone. Doing so keeps the workflow digital and guarantees that there are no extra hard copies left sitting in a print tray or recycling bin. With the right security measures, keeping electronic records can create an easy records management system for organizations to track documents and keep loose paper copies from making their way into the wrong hands.


4. Finally, investing in a multifunction printer is a great way to secure documents because it creates a central point for sensitive materials to be printed, scanned, faxed, or copied. Not only does an all-in-one printer improve workflow and streamline office systems, it also improves data protection and security for organizations of any size.


At Pacific Office Automation, we understand the importance of data security. We offer only the best office solutions from the most trusted manufacturers to ensure that our printers, copiers, scanners and fax machines have the latest software and innovations for data and computer protection. Contact us today to learn more about how our office solutions can help protect your online documents and materials.

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