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Are Your Documents Secure During Scanning and Printing?

Data breaches have become so commonplace that businesses are in danger of complacency, with the belief that an attack is inevitable. Fortunately for your business, that’s not the case at all, and most catastrophic data breaches involve security lapses that could have been addressed before they caused a problem.

HIPAA and Your Copiers

Severe recent HIPAA violations caused by unencrypted data have resulted in hefty fines for several organizations. In almost every case, data breaches are preventable.

If your organization falls under HIPAA guidelines, here’s what you need to do to keep a data breach from impacting document security.

1. UNDERSTAND THE LAW

HIPAA protection for your copiers involves both digital and physical records. The laws that govern private health information fall under the authority of the U.S. Department of Health and Human Services. Most HIPAA regulations were formulated to protect electronic patient records, but the law also covers physical records. Data encryption, overwrite solutions, and secure scanning, and pull-printing can help your organization prevent a HIPAA violation.

2. TRAIN YOUR EMPLOYEES

Most HIPAA violations can be traced to an employee or department that failed to follow safe document scanning and other procedures. In some cases, the problem stems from inadequate training. For assistance training your employees to safeguard data while scanning, printing, copying, or faxing documents, refer to your equipment guidelines or managed print services partner.

3. IMPLEMENT A MOBILE PRINTING SOLUTION

A secure mobile print solution, working in tandem with secure copiers, can prevent HIPAA violations when employees print via their mobile devices. Data must be encrypted during scanning and transit, and password protection can keep unauthorized users from hacking into networks via lost or stolen mobile devices.

Are your organization’s copiers protected? Fines for HIPAA violations can exceed a million dollars, and no group is exempt. Get in touch with us at ZENO Office Solutions to learn more today! We are the premier printer, copier and office equipment solutions for Midland, Odessa, Big Spring and Andrews