Security In Your Print Environment Is Imperative To Remain GDPR Compliant
Espria ensures that we understand our customers’ challenges and offer bespoke solutions to them, whatever sector their company operates in.
Recently, we worked with a camera rental company which supplies equipment for premium drama shows, documentaries, feature films, corporate and promotional videos.
Their key business objectives included being compliant with General Data Protection Regulation (GDPR) as GDPR has had a profound impact on the way VMI handles its customer and employee personal data.
Another key objective was to be able to scan hire agreements in real time so they can be processed and recalled upon immediately.
Our clients’ challenges : a GDPR negligence and a contract storage issue
When our client decided on a print solution, they didn’t take into account GDPR which came into law in 2018.
This negligence posed a serious financial risk to the business as a breach of personal data can result in fines of either 4% of annual turnover or 20 million euros, whichever is the greater.
Technically, the business wasn’t equipped either to detect a cyber-attack on their systems. As a consequence, the company wasn’t able to report cyber attacks to the Information Commissioner’s Office (ICO) within 72 hours of it happening, as required by law.
The scan process of the company was another weakness faced by the company. It was redundant due to there being up to six months delay in archiving hire contracts.
Recently, a team member needed a hire contract that was in storage waiting to be collected and scanned. Retrieving documents from storage was time consuming but also storing hard copies of hire agreements on site required vast amounts of space in the office.
Our solution : a new printer-scanner and a Managed Print Suite
Espria suggested to our client that we implement the Xerox premium C405 printer and scanner which utilises state of the art enhanced security. Secure print and scan release ensure that only the authorised person can retrieve the printed documents.
Other key features (of the printer- scanner?) include McAfee antivirus endpoint security firewall and Cisco Encrypted Hard Disk, the ability to run a comprehensive Firmware Verification test that provides alerts if any harmful changes to the device have been detected allowing VMI to report this to the Information Commissioner’s Office (ICO), the organisation responsible for compliance with GDPR.
McAfee Whitelisting technology constantly monitors for and automatically prevents any malicious malware from running. A data overwrite system embedded within their new device deletes and overwrites data to prevent any malicious recovery of this data.
The Espria Managed Print Suite was also introduced. It allows for easy scanning and archiving of hire contracts.
Any member of staff can scan multiple hire contracts at once using the dedicated document feeder. Each hire contact is saved and archived. Hire contracts can be recalled in the future by searching the agreement number in ‘real time’.
Having control over scanning documents in-house removes the need to store boxes in the office.
Implementing print release and security to their devices offered our client the peace of mind they needed as well as improving their efficiencies.”
The Results
Gaining control over workflows meant that our client’s video producing business could be more productive and fully GDPR compliant.
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