SECURITY Characteristics – – – –
Print security Device access control Data leakage prevention Document security
Variable Data Printing
Document Capture & Management
User & Cost Management
Cloud & Mobile Printing
FOCUS ON SECURITY & CONTROL Security is a vital factor in today’s interconnected business world, because electronic data is a crucial asset for modern, IT-supported companies. Maintaining data security at the highest level, at the same time as ensuring that commercial business operations run smoothly and efficiently, makes customising the right set of security mechanisms to your specific needs more important than ever. “IT security” definitely includes print security, so it is vital that you have exactly the right amount of security in place protecting your company’s key areas. If you have gigabytes of data floating about in your systems every day, it is essential to have watertight controls in place to ensure that only the right people have access. Konica Minolta is acutely aware of this situation, and therefore committed to stopping information leakage wherever this concerns documentation and printing.
– When printing documents in a corporate environment or selected semi-public environments, the last thing you want is information lying around openly for anyone to see when documents are available in output trays.
Similar requirements apply to public and semi-public domains like universities, schools or libraries, where documents in output trays and devices can technically be accessible to any “passer-by”.
– You want to reduce the increasing risk of information leakage when documents are handled by many people or are being printed.
Every medium- to large-sized enterprise today also needs to take this situation very seriously when potential intrusions can be just a few Google clicks away. That is why print security mechanisms and device access control must be increasingly adept and efficient at data leakage prevention and document security management to reliably control these risks.
– You want administrators to have effective means of controlling output security or identifying potential leaks quickly and reliably.
TYPICAL CAPABILITIES AND WHAT THEY MEAN FOR YOU Print security Whole departments nowadays are increasingly sharing just one MFP, which means that temporarily unattended printouts represent an increased risk of security breaches. Printed information should not be interceptable whether in the form of electronic information or on paper. Konica Minolta delivers several options for blocking this risk. Drivers and devices can be equipped with authentication technologies that satisfy corporate authentication policy, either based on user credentials or more convenient authentication cards, or even biometric information such as finger vein scanning. Documents are then only printed after successful authentication. Deploying print security mechanisms curtails the leakage of confidential information as well as effectively cutting print costs by avoiding thoughtless print-towaste when people forget to pick up their documents.
Device access control High granularity is required when managing access to printers and other output devices that risk generating unwanted costs through unauthorised printing, or may even lead to information leakage. Device access can be made compliant with existing access control systems, such as door security systems, by using access cards or personal PIN information. In the challenge to find the right balance between too much and too little security, setup granularity is the key. Fine-tuning is possible: printing might be allowed, but scanning and printing from USB storage devices might not be. Managing the device access is another challenge for IT staff because administrative passwords should be changed regularly.
Data leakage prevention To minimise the risk of confidential information leaking to entities outside the corporate domain, document transactions have to be screened for any unwanted activity. It is also important to retrace any transactions that could have led to document leakage, such as those outside working hours. Using software to monitor output and data flow, safeguards innovation strength and planning security, as well as minimising the potential costs incurred by data leakage.
Document security Controlling the sprawling amount of data in an enterprise, and ensuring that documents and information do not fall into the wrong hands, requires a dedicated document security strategy and supporting toolsets. It starts with simple access management to document management systems and folders, but goes far beyond: from managing access rights at a document level to monitoring access and changes to documents for later roll-backs and recovery. A second line of defence is document encryption which secures documents to protect them from prying eyes. Document security from Konica Minolta safeguards sensitive information immediately after it is created. This applies to corporate repositories with comprehensive document access management, and even to information embedded in the document itself.
The central management of access policies supports maximum security with minimum effort.
Whether you want to enhance print security, maintain tight device access control, prevent data leakage, or be confident that you have more than adequate document security systems in place, you can rely on Konica Minolta security applications to safeguard the vital information and data on which your business depends. Safe access management, transaction screening and retracing, document monitoring and pull printing all boost your security and reduce the risks of information getting into the wrong hands.
WORKFLOW MEETING ROOM
Device access management
1 The operator prints the history of a confidential service ticket from his web-based application. The print job is only accepted if the user credentials match those inside the secure print application. Optionally, the operator can select secure transmission to avoid data interception.
2 A user wants to pick up a print job previously sent from his desk top. The device asks for authentication via card authentication before securely pulling the job from the print server and printing it out.
Data leakage prevention
3 The IT administrator checks for the source of a data leakage by filtering the “scanning” transaction log. He filters for scanned documents within the last 12 hours.
4 The manager sends the new plan for products to be developed in the coming year. In order to prevent any leakage, he changes the document properties to “no editing allowed”, “no prints” and “no digital copies”.
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Some examples for typical workflow scenarios