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Moderator: James Hilliard– IT Business Edge Aaron Goldberg- CEO – Content 4 IT Louis Di Stefano - Senior Manager Services Channel &

Field Marketing – Ricoh Americas Corporation

Securing Documents to

Prevent Information Loss

THE WEAK LINK

The Problem

Many cyber security plans don’t protect the ENTIRE document lifecycle

And there’s another problem as old as the printer itself:

“Look what’s sitting at the printer” syndrome

Printing Scanning Encryption for output data streams

1. The vulnerabilities that escape notice

2. Compliance and privacy policies don’t

discriminate between lost

output/documents and actual intrusions

3. Extending encryption solutions

4. Improved management of scanning

activities

Today’s Agenda

Vulnerabilities That are Often Missed

Many output

devices are poorly

documented or

unmanaged

How a printer is

used hasn’t

changed in 35

years!

No ability to

manage the

scanning capability

Document

management

solutions that support

scan/print/share

security

Document queues

and print jobs are

often unprotected

5 Security Issues Arising from these

Vulnerabilities

Inability to meet the compliance requirements of

HIPAA, GLB, and others

Tracking lost output, or just determining that it has

been lost, is nearly impossible

Scanning adds a new set of problems for data

loss/leakage

Inability to document security practices for audits

The cost of physically securing output devices is

impossible to justify 5.

4.

3.

2.

1.

Create Store Share

There are a number of different

takes on the document lifecycle,

some of which are quite complex.

At its highest level, the

document lifecycle includes

three stages:

The Document Lifecycle

The ‘Last Mile’ of the document

lifecycle often escapes security rigor.

Common methods of sharing

documents, including print outs,

scans, and emailed copies don’t often

carry rules or permissions once

shared.

Security for the first two stages often relies on:

• Passwords

• Encryption

• Roles-based permissions

These are applied the endpoints where

documents are created and stored, as well as

shared drives and cloud-based repositories.

The Need for

“Locked Print”

Destroying

Latent Data

Rethinking Output Security

Unauthorized

Device Access

Improved Security

& Management

Output Devices

Protecting Sensitive Information

Ensure user presence when printing with user

authentication

Delete stored documents from output device

memory

Encrypt print streams that are sent via Wi-Fi

IP address filtering

Network port management 5.

4.

3.

2.

1.

5 steps you should already be taking

• Nearly all organizations will

encrypt stored data or data

moving between servers, but

not to output or MFP devices

• There are vulnerabilities that

exist:

• SNMP

• Printer password protection

Extending Encryption

Sensitive Data

Data Center Users

Printers/MFPs IT Security

& Compliance

Bringing Encryption to the Last Mile

New Encryption Solutions

SNMP v3

Encrypt

PDF’s Encrypt

Drivers

Encrypt Printer

Streams

• Without management tools,

securing scanned documents is

troublesome

• Scanning often puts documents

outside the control of email

systems

• Most organizations have little

management or oversight of this

capability

Increased Focus on Scanning

Active Directory

Integration

Identify and Automate

Workflows

Reporting and

Management

Meet Compliance

Requirements

Track and

Document

Control Scanning

Use

Manage & Secure

Scanned Docs

Key Steps for Securing Scanned Data

• The problem is very common at many organizations

that have focused cyber security on “traditional”

issues

• Document security issues can and will result in

breaching compliance

• Output devices are also a vulnerability

• A comprehensive solution is the best path

Summary

Safeguarding

documents at

Scan, Print and

Enterprise

Content

Management

October 28, 2015

Ricoh Americas

Safeguarding Information

without impeding its mobility

It’s an interconnected world

To safely share information and access it,

anywhere is critical in the New World of Work.

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Roadmap to security

We can not effect what we do not understand so

Ricoh has a dedicated team of design consultants

that take the time to:

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Evaluate

your process

Listen to

your goals

Show you

how to get there

Safeguard your data.

When your information is unmanaged, it and your

organization is at risk.

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Information comes in many forms…

…including paper, transaction data, emails, office

docs, images and faxes

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How Ricoh helps

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At the file level

Ricoh solutions offer productivity enhancements,

but securing that data in critical

Benefits of digitized data

Digitized documents become the epitome of

Information Mobility.

24

How Enterprise Content

Management works

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Take control of your data

Information Mobility is critical but safeguards are

paramount.

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Your ECM system can also help…

Document Lifecycle Management

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Integrate with other systems

Digital Rights Management

Connected and mobile world

We all agree it is truly a connected and mobile

world. Ricoh can help you safeguard it.

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