With all companies required to be GDPR compliant, it is important to ensure your copier meets the data protection requirements set out in this recent European Union legislation. If you have one or more photocopiers in your office, it is important that the right steps have been taken to safeguard personal data. Here are some points to consider:
1. Copier hard drive
With lease copiers it is really important that attention is paid to the machine’s hard drive. When you receive a new photocopier check that there is no data left over from the previous user on the drive. Once it is up and running in the office, make sure there is a system in place whereby the hard drive is periodically wiped to avoid a build-up of data on it. Finally, when the copying equipment is returned ensure that that everything on the hard drive is deleted for you – a reputable lease company should be able to help you with this.
Another way to reduce the risk of a regulation breach is to restrict accessibility both to PC files as well as copiers themselves. It is also a good idea to remind employees not to leave printouts in the machine or documents in the scanning bed after they have copied them too.
It is also wise to use data-encryption on your copying equipment. This makes it more difficult for others to read data stored on the hard drive should they try to access it without permission.
XBM are a specialist provider of office and print equipment to businesses throughout the UK. We work with companies to find the best print management solutions for their individual needs. To find out more about the machines we lease and the types of contract we offer please get in touch with us today on 0113 2533342.
Cheadle Royal Business Park
SK8 3GP0161 8265355
26 Riverside Studios
Newcastle Business Park
NE4 7YL0191 2736966
Phoenix Business Park
B7 4NU0121 3597976
24 Greville Street
EC1N 8SS0203 36035160