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Ensuring your print fleet is GDPR compliant

A significant new data security regulation, the General Data Protection Regulation (GDPR), comes into force across the EU in May, 2018. Darren Bird, Head of Technology at Xeretec, explains how we can help you ensure your print devices and print fleet are compliant with it


Irrespective of how security conscious we have become in the digital era, the recent cyberattack the NHS was subjected to was a sobering reminder about the online vulnerabilities that all private and public sector organisations are still exposed to. Cyberattacks come in many forms, and more typically they result in confidential data either being exposed or compromised.


But security breaches don’t just arise from large scale, high-profile attacks. Sometimes poor internal processes or a lack of diligence can result in a breach occurring. In a bid to force companies to be even more proactive in their efforts to protect company and customer data, the European Union (EU) has announced the General Data Protection Regulation (GDPR).


Measures to keep your data safe

The primary objective of the regulation – which comes into force on 25 May, 2018 – is to strengthen and unify data protection for all individuals within the EU, by ensuring organisations provide a broader duty of care to their customers to prevent their personal details and data from leaking. The EU goes further, specifying that “personal data is any information relating to an individual, whether it relates to his or her private, professional or public life. It can be anything from a name, a home address, a photo, an email address, bank details, posts on social networking websites, medical information, or a computer’s IP address.” More than that, it’s a regulation with teeth – in the case of a breach, the EU is warning of hefty fines of up to €20m, or 4% of a company’s annual worldwide turnover, whichever is greater.


Don’t overlook print from a security perspective

Putting the GDPR in the context of document imaging and print, it’s well-known that unprotected print devices can be a source of data leaks. Private data is still being left unclaimed on devices, even though solutions already exist to mitigate against the risks. While 25 May, 2018 may seem some time away, now is the time for all organisations to start assessing how ready and able they are to comply with the GDPR and, from a print perspective, Xeretec is able to deliver proactive help immediately. For years, we’ve been helping companies to a) understand the security vulnerabilities print exposes them to and b) ensure that their print is secure.


Helping your print comply with GDPR

Xeretec offers intelligent print management solutions that, among other functions, enables IT administrators to set up automated workflows. These can detect if documents contain specific patterns relating to sensitive data (like NI numbers, bank/credit card details, personal health information or sensitive company data). It can then redact any or all instances of that pattern in a document. On top of that, it is sophisticated enough to flag up incidents of potential compliance violations to a company’s Chief Data, Security or a Compliance Officer, thereby acting as an early warning system ahead of a potential breach.


Meanwhile, other solutions we offer provide customers with a secure print function. This only allows those authorised to release prints from a device to do so via a secure PIN code or swipe card. This is a powerful and effective way to stop unclaimed documents being left on devices, which is another effective measure to help prevent security breaches from occurring.


Combined, these solutions can help to deliver the type of proactive security management that could easily halt the kinds of incidents the GDPR is trying to prevent, helping companies avoid severe fines. Why not talk to Xeretec today to discuss how we can help ensure that your print strategy and print fleet is compliant with GDPR. 

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