3 things in the office you probably didn’t know could compromise security

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In an age when hacker groups are easily able to infiltrate government websites and the private documents of high-profile officials, ensuring the security of your data is now more important than ever before. This is especially so for businesses, whose entire livelihoods can depend on security.

However, many offices aren’t taking steps to protect themselves or don’t know how to. To shed some light on the security loopholes that could jeopardize your company, here are three everyday items in your office that could turn into data vulnerabilities.

1. Multifunction printers

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Despite almost every office possessing one, most companies fail to include their multifunction printers (MFPs) in their office IT security policy, according to Jonathan Yeo, director and general manager of business development at Konica Minolta Business Solutions Asia.

When employees take their printers for granted, it leads to practices that compromise workplace security.

For example, employees often use office printers to print personal documents. Although you might think there’s no harm in copying documents that leave out sensitive personal information, Yeo says that even children’s homework – one of the most common things staff members print – can be a security risk as there’s no telling if personal files are infected with malware.

Another no-brainer is leaving confidential documents uncollected in the printer. This is perhaps the most obvious no-no, but it’s often easy to forget about that piece of paper languishing under the scanner lid, making it a convenient target for unauthorized personnel to grab and go.

Unsecured multifunction printers can also be hacked. In 2016, cyberhacker Andrew Auernheimer manipulated thousands of printers in college campuses through public networks to reproduce anti-Semitic posters.

So how should businesses handle this? One solution is implementing the same security measures used for network computers on MFPs.

MFPs should only be linked to approved private networks and devices, protected by a firewall, used with encrypted connections, and equipped with user authentications. Download the latest firmware patches as well to keep them secure.

To prevent employees from using MFPs for personal purposes, disable protocols and services that allow unauthorized access and use. In fact, any unused protocols should simply be deactivated.

2. Laptops

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Remember the time when Facebook founder Mark Zuckerberg was pictured with his laptop, sporting a piece of tape over its webcam?

Laptops, like all Internet of Things devices, are prime targets for hackers, especially considering the extensive amount of sensitive information that we store in our computers.

In fact, a 2012 study by CareerBuilder reported that 61 percent of employees with office laptops keep critical data like company information and financial details in their devices.

The research also showed that more than half of these employees don’t use security devices for their laptops and don’t lock their computers when they leave their desks.

What’s worse, some employees often reveal their passwords, talking about them openly without ensuring the safety of their environment. According to the study, 15 percent of workers admitted to sharing their passwords with a colleague, while 27 percent had a co-worker give them their passwords.

In such cases, full-disk encryption is one way to secure your office laptop. Major bearing manufacturer Timken employs this method, converting information on all office devices into unreadable code so that such data – sensitive or not – cannot be readily deciphered by unauthorized personnel.

To save on costs, some companies use this approach only for employees who travel often with devices that carry high-risk data. This way, if a laptop goes missing, outsiders can’t access the information within it.

You can also install tracking software and data destruction software as well as employ biometric authentication. But if you’re looking to dial it down for lower-risk laptops, you can use cable locks, asset tracking tags, and external data storage options.

At the same time, employees should be familiar with what they shouldn’t do on their work computers, such as downloading unauthorized or unofficial files and accessing malicious websites.

3. Office phones

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Forget about smartphones. Even a humble office telephone can be hacked so that outsiders can listen to every conversation held in its vicinity. The best part? These phones don’t even have to be in use.

According to Ang Cui, a cybersecurity expert from Red Balloon Security, some telephones’ microphones cannot be switched off, making them potential spying devices that work 24/7.

It’s also no trouble for hackers to find out who you’re calling at what time. These hacks can go even further, with some assuming full control over the desktop phone, displaying images and texts on its screen and playing audio clips – a prank that hackers Brandon Edwards and Ben Nell once pulled off.

If you’re not careful, you could lose not just your company’s data, but also that of your customers’. These little vulnerabilities can help hackers bring down an entire organization, causing millions of dollars in losses overnight.

If you’re using internet-connected phones, which is usually the case for most workplaces these days, make sure to enable multiple layers of security, including antivirus protection, firewalls, data encryption, and password authentication.

Don’t forget to monitor your call history, too. Track them for any suspicious anomalies, such as calls you don’t remember making. You can also block numbers from foreign countries that your company isn’t connected with or isn’t planning on reaching out to.

Taking data security seriously

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So what can you do to prevent data security breaches?

The first step is to ensure sensitive information is stored in a secure location. Encrypt your data and employ unique passwords.

When using your computer, refrain from downloading files carelessly, particularly files that are not for official or business use. You should also keep away from shady or suspicious websites.

Update your firmware regularly so that devices such as desktop telephones won’t be vulnerable to foreign threats. As for your multifunction printers, make them as secure as your networked computers. After all, they also hold the same amount of risk.

Konica Minolta’s Bizhub Secure Platinum offers a comprehensive set of network security services dedicated specifically to multifunction printers. Check out the Konica Minolta website for more information.