Security is on everyone's mind these days, particularly the issue of data security. But as with so many things, it's not what you know but what you don't that can hurt you.
Did you know that just like the desktop or laptop on your desk, the copier you are renting also has an internal hard drive? Sensitive documents like customer lists, comp plans or even things like tax returns and bank statements are saved on the copier hard drive until it fills up and those documents are then over-written with new ones. And this happens with all documents, whether you scan or copy them.
Since most offices typically rent or lease their copiers it is crucially important for you to find out a few things before returning or upgrading your copier machine:
- Does the copier have built in software that will automatically erase the internal drive? If so, make sure it is activated and erasing on a regular basis.
- Does your rental or leasing company have a policy for wiping the drives before removing the copier from your office? Find out and then inspect the drive before you let it leave your work place.
- If you are worried about sensitive documents do not use a public machine to make copies. And if you use a private machine, make sure you or your vendor control access to and disposition of the drive.
- If at all possible, remove the hard drive from the copier and destroy it. That is the guaranteed way to avoid this issue. You may have to pay for a replacement drive but you won't have to worry about peace of mind.
Hartford Technology Rentals Company can rent copiers anywhere in North America. And if any sensitive information happens to be captured on your rental machine's drive, we'll make sure that it never sees the light of day. Call us today at 888-520-5667 and ask about the security measures we take on every copier rental order.