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Where's My Copy?

By Dan Fuller
January 27, 2011

In offices around the world, the copy machine is one of the most heavily used devices. And until an April 2010 expos' by CBS News, most companies never thought twice about any data security liabilities associated with them after they had been disposed or traded. As the CBS News report demonstrated, the casual attitude toward how copiers were being disposed of at the end of their useful life was creating a very serious data security risk. If the company using the copier is covered by one of the many state and federal data privacy laws, this risk can also lead to serious fines and penalties.

Since 2002, most new copiers and multi-function printers (“MFPs”) contain integrated computer circuitry including a storage device, usually in the form of a computer hard drive. This circuitry allows for time-saving features such as copying directly to a file, sending an e-mail from the copier, and improved sorting and collation features. When a document is scanned to create a hard copy or electronic copy for faxing or e-mailing, a copy is saved on the hard drive of the copier or MFP. These data storage devices can store thousands of documents, and the documents stored on them can be recovered months, if not years, after they were scanned.

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