When some people see copiers and scanners with digital security features, their first thought is, “Why?” Why is it a big deal if an unauthorized person gets access to one of these machines? Paper waste? Inappropriate scanning of the backside region?

While these are concerns, any company that uses copiers and scanners needs to be aware that most of these machines automatically store digital images of each document into their memory in case you need to print it out later but don’t have the original copy. A handy feature, but one that can also leave you at risk.

Have you ever scanned or copied documents with sensitive information on them? Credit card numbers? Social security numbers? Checks or bank account information? There’s all kinds of information that you don’t want falling into the wrong hands, and even if you’re shredding these documents later, it might still be stored in your copier where anyone can access it – unless you invest in some security features.

Most of the time, security features are an optional perk that you can get by paying a little extra. Whether or not the extra expense is worth it for you depends on a number of factors.

 

How Big Is Your Company?

If you have a larger company, you’re going to have more people using the copiers and scanners more often. It’s harder to keep track of everything going through these machines and you’re at greater risk of an employee stealing delicate information.

On the other hand, small businesses are less likely to be able to afford building security and tend to be more vulnerable to break-ins. A thief who knows what they’re doing could steal information from your copier even if they don’t have the means to cart away the machine.

Any size of company should consider security on their copiers and scanners, but of course, larger companies are more likely to be able to afford it.

 

Can You Afford It?

A lot of copiers and scanners come standard with basic security features. For those that don’t, or if you want extra security, you’re only looking at a couple hundred dollars in extra expense – likely around $200-$500 for most models.

 

How Often Do You Scan Sensitive Info?

Office Scanner
If you’re a tiny bakery or thrift store and you don’t find yourself scanning credit card numbers very often, you could just go in and delete the digital copies each time. If you’re a financial institution and you’re making copies of things like that all the time, definitely invest in security features. Putting your information at risk is bad enough. Don’t do it to your clients.

Just remember that even if you’re a small company, not all copiers make it easy to go in and delete things from the internal memory. It only takes one instance of laziness or forgetfulness to leave your business at risk.

 

How Much Do You Trust Your Employees?

This might be sad to think about, but companies nationwide lose $600 billion each year due to fraud. If you think any of your employees might steal from you, you have bigger problems than just copier security – but a little security will hold people accountable and relieve you of some worry.

However, if you’re a close-knit group of friends or family who are all invested in the health of the company, it may be something you can afford to skip. Just be sure to cancel any credit cards or freeze bank accounts if you ever experience a break-in.

 

No matter what your situation, we recommend taking at least basic security options whenever you buy a copier, scanner, or multifunction machine. If you have room in the budget for extras, these are the ones you should go for. Security comes first.