The components of a multi
function device
Information leakage can occur in several ways. Last month, we discussed the risks associated with internal read/write devices and how this risk might be managed. This month, we will discuss how multi function devices (MFDs) fit into the puzzle.
As a general rule, data may be stolen or leaked via a MFD using a number of techniques.
• Documents can be photocopied and the hard copy removed from the premises.
• Documents can be printed and the hard copy removed from the premises.
• Hard copy documents can be scanned and e-mailed out of the building.
New technologies are being built into business strength MFDs to overcome all of these security issues.
Advanced technologies help you minimise security risks and safeguard your information assets.
The business strength MFD is equipped with industry-leading security functions to prevent an authorised party from providing an unauthorised party access to confidential company data or personal information without being detected. Establishing a secure data environment that protects information assets has become an important concern for any company. Information is valuable. Keeping it confidential is critical. That's why these business strength devices are equipped with a wide array of security functions designed to ensure that sensitive corporate and personal information can be accessed only by authorised parties.
Security
Advanced authentication capabilities let you set individual usage restrictions. For example, authentication functionality may be based on Windows Active Directory, which manages user and computer information throughout the network and will let you permit or restrict the use of the MFD’s functions.
These capabilities usually allow you to set privileges for copying, scanning, printing and faxing for an individual or group, even if your network has no server.
An External Server Function allows you to easily acquire authentication data by accessing an external Active Directory server that holds and manages user information for a site.
An Automatic Job Data Deletion function deletes data from the MFD’s hard drive once the copying or printing job is complete.
When using the scan to e-mail function, SMTP authentication protects against spam e-mail.
By using the inbuilt security features usually included, you can reduce or even stop unauthorized use of components of the MFD.
An Electronic Key Counter can be set up in many different ways. For instance, you could allow access to the machine as a black and white copier with no access control, but, access to colour copying, scanning or printing, would need an access code.
With no security, a scan to e-mail will not identify who sent the e-mail. It simply came from "the MFP in Sales". Enforcing an access code will be able you to set up permissions for each user, and also log access and tasks. This means that the e-mail above would be identified in the "from" address as the person who accessed the MFD to send the file.
Reinforced security for sending e-mails may be provided by SMTP authentication for e-mail distribution. This function supports SMTP authentication when using scan to e-mail. It further strengthens protection against spamming and computer viruses by letting you use an e-mail server equipped with an authentication function to halt illicit e-mails. Address data can be pulled from an external LDAP server, an internal address book or manually typed in at the console.
Protected data telecommunications and data encryption may be offered using the SSL encryption protocol to protect data during data exchange between the MFD and the appropriate LDAP server and other applications which may ship with the MFD.
Data security may be enhanced by technologies which overwrite files on the internal hard disk drive to protect important data from theft.
Automatic Job Data Deletion completely deletes data that remains on the MFD’s hard disk after copying, printing, scanning or faxing, by first overwriting it with specially formatted data then erasing it. This prevents the leaking of important data because it makes it impossible to recover the data, even using sophisticated disk analysis techniques.
Secure Print Function allows you to set a password as a security lock for important documents that you don't want others to read at the MFD. Protected documents will not be output until the user enters the password at the control panel, ensuring that they are received and read only by the intended person.
Stealth Mode allows you to set the machine up so that it can only be seen from the registered IP addresses of authorised users to prevent unauthorised machine access.
IP Filtering also allows you to prevent unauthorised access to the MFD by registering the IP addresses of those PCs to which you want to allow access. PCs that are not registered are denied access to the machine.
(Article concept contributed by Konica Monolta).
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STOP PRESS
Tripos IT is facilitating a series of seminars to discuss Information Leakage in the offices of Konica Minolta at 255 Gilbert Street Adelaide.
The events will begin at 4:30pm with a wine tasting and run for around 1½ hours.
We will be inviting Lync Software and Konica Minolta to present their products and solutions, as well as answering questions.
We would appreciate it if you would express your interest in attending this event by faxing, on 8272 7344, or e-mailing, to support@tripos.com.au, a brief note to that effect.
We will ensure you are advised when these events are to be held. |