Guarding against insider security threats

Alan Joch wrote an interesting post on the Printing & Imaging Blog this week about insider security breaches and steps companies are taking to protect their information. He suggests that companies investigate print logs – paying attention to what is printed, who is printing that information and when (during or after business hours, for example).

This is a good practice, especially for companies that deal with compliance and audit concerns, and should also be considered for scanned documents. It reminds me of a story a colleague shared recently about a customer of ours in the Securities industry. Being in the business of securities and trading – and therefore under the watchful eye of the SEC -- the company had concerns over who was sending what information, and where it was being sent. They wanted to allow employees to scan and e-mail documents from the MFP and therefore need to choose a document imaging solution that could meet those security requirements. This company recognized two core document tracking needs to address when it came to choosing their document imaging solution:

1) They needed to be able to track & log information such as the sender, time, date, # of pages and recipient for any document scanned and sent from the MFP
2) They needed to be able to log and store the actual content of the scanned document

Some document imaging solutions are able to address #1, and some can also address #2. However, this company also wanted the ability to encrypt scanned documents, a very common document imaging requirement. By adding encryption to the mix, the ability to log and store the actual content of scanned documents is a much more difficult task. But it is an important need to address. Think about it. An employee may very well think that they can go up to an MFP, scan a document, encrypt that document and send it via e-mail. Because it has been encrypted, they believe that no one could see what the contents were.

To my knowledge, eCopy ShareScan is the only imaging solution that can handle this requirement. Our document tracking feature, which is accessed through the administrative console, can be set to both log document scanning activity and send a copy of the scanned document to a storage location that has access dictated by network security policies. If the document has been encrypted during scanning, the copy sent to the storage location is stored unencrypted. The beauty of this is that is doesn’t restrict functionality such as encryption that is used for “good”, it just lets you track abuse.

So if there is a need for “Big Brother” in an organization, you should make sure that both the ability to log print and scan jobs is included. And make sure that there are no loopholes, such as encrypted documents, that can poke holes in these security measures.

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