August 16, 2017

A data breach occurs when any sensitive information is exposed, whether maliciously or innocently, to an unauthorized source. Hackers and viruses may instinctively come to mind when you think of a data breach, but employees meaning no harm can also be risks for breaches.

Despite increased awareness and technological developments, approximately 62 data breaches occur every second, according to the Breach Level Index. Knowing your company’s weaknesses can help to prevent devastating losses.

The Three Most Common Data Breaches

The three most common types of data breaches are physical, electronic and skimming. Depending on your company, you might be more at risk for certain breaches rather than others.

  • Physical: A physical data breach occurs much like you might imagine—physical records or devices containing data are stolen—a laptop, mobile device, file cabinet, hard drive, point-of-sale equipment, etc.
  • Electronic: Electronic data breaches are the malicious obtaining of data through a system or network via web servers or web sites.
  • Skimming: Skimming is the process of recording the information from the strip on the back of credit cards. An external device can be added to a piece of point-of-sale equipment (usually without the merchant’s knowledge), or an employee who takes the card can scan it on a skimming device without your knowledge.

Other Types of Data Breaches

While less common, these other types of data breaches can be no less dangerous or costly.

  • Uninformed employees: Checking work emails from an unsecured mobile device, leaving a laptop in a car, not closing out of application windows when the user has finished and not changing passwords regularly seem like harmless actions, but these leave your company susceptible to malicious attackers. Hold seminars or send protocol updates to make your employees aware of the holes that their habits might leave for cyber criminals. Many employees are also victims of phishing; train your employees on how to detect a suspicious email, and have them report it directly to your Information Technology (IT) department as soon as it is received (without clicking any links or giving the sender any information).
  • Malicious insiders: Insider threats are considered to be one of the biggest risks to cyber security. Some of these are innocent, or the employee does not realize the consequences of being careless with security, as explained above. Some employees, however, have malicious intent; as employees who undoubtedly already have access to at least some of your company’s data, it can be very easy for them to gain access to sensitive information. Take special care to promptly remove access for any terminated employees. Limit the access given to all files, folders and systems to just those who need it.
  • Third-party service providers: If your company uses a third-party to provide cloud storage, accounting, maintenance or any other countless services, your information could be vulnerable via their systems. Make sure to choose reputable companies when doing business and go over security protocols. If you discontinue use with a provider, be sure to disable any account permissions, if they had any.

Combatting Data Breaches

The effects that a data breach can have on your company greatly depend on many factors, including but not limited to: the size of your company, the type of data breach and the severity of the attack. Know your weaknesses, train your employees and outfit your company with the best technology to protect your data. 

Contact Centric Business Solutions at (877) 902-3301 for help implementing IT and document management solutions that will help protect against some of the most common types of data breaches. 

August 11, 2017

Copiers, printers and multifunctional devices (MFDs) are often taken at face value—they are meant to print, copy, scan and/or fax. Your company spends a lot of money to buy and maintain these complex machines, so why not use them to their maximum capacities?  There are many features that go unused simply because users are not made aware of a device’s functions, which can improve your company’s workflow and efficiency.

Read on to discover just a few functions on most MFDs that will make your and your co-workers’ lives easier.

Scan directly to folder

Improve your workflow and avoid hassle by scanning a document directly to a folder, rather than scanning to your email, then saving the file and moving it to the correct drive.

Double-sided printing

Most printers and MFDs are capable of double-sided printing, and usually it is as simple as going into your printer preferences when printing a document and switching the document style to “double-sided” or “2-sided.” There will also usually be a choice between book style and tablet style. For most documents, you will want book style, where you can read both sides without flipping the page upside down. In tablet style, the tops are on opposite sides and you must flip the page over to read it, as if you were flipping through a tablet.

Utilizing the double-sided printing function is a great way to cut back on paper, which not only helps the environment, but also saves money and reduces the amount of clutter on your desk.

Convert single-sided documents to double-sided, or vice versa

When scanning and copying single-sided documents, you can choose to output that document double-sided, saving on paper and costs. You can also choose to do the reverse, should that suit your needs.

Create shortcuts on the control panel for easy access to regularly used functions

To make everyday work even more efficient, most copiers and MFDs allow you to create shortcuts that will appear on the user panel. These might include scanning directly to a particular folder, emailing to a specific person, searching files from a network drive and many others that can be altered to fit your needs.

Default to black-and-white and utilize other rules to help your company save money

Companies waste thousands of dollars every year in unnecessary printing costs, but your MFD is smart enough to help prevent that from happening. By adding rules to your company printing, such as defaulting to black-and-white or double-sided, you can help save on costs.

Hold print jobs for security and follow me printing

Most printers have an option that will send a print job to a virtual cloud to be held until you physically go to a printer and release. You initiate the process by sending your print job as normal, but you determine where and when it is printed by either swiping a card or entering a password at the device. This process is ideal for settings where document security is especially important, such as in health care or education environments.

A great way to discover more functions and features of your company MFD is to talk to your dealer or service provider about training. If you are a client of Centric, we have an experienced and knowledgeable training team dedicated to helping you get the most out of your machine.

Are there any lesser-known functions that you use to increase workflow efficiency?  Let us know in the comments!

August 04, 2017

Document management is central to the everyday operations of your company, and a multifunctional device (MFD) that is down can throw your workflow off track.  If your company is large, you might have multiple other printing and copying devices to use, creating a small inconvenience.  As a small- or medium-sized business, you might only have one or two devices and one being down could mess with the workflow of all of your employees.

Huge delays in productivity, costs in funds, time wasted and disgruntled employees can result from even just a few hours of MFD downtime.  Technical obstacles are sure to arise, and that is why it is important to have a dedicated technical support team behind you at all times.

As part of our CustomerFirst program, Centric Business Systems offers a guaranteed response time.  Service requests are first handled by our customer service representatives in our local call center.  Your service technician will then call you within two hours to either diagnose the issue remotely, or determine that on-site service is necessary.  Should the issue require on-site maintenance; your technician will arrive, on average, within four hours.

All Centric technicians are certified and factory trained to provide you with expert service on the first call.  Technicians work from vehicles stocked with parts that are commonly needed for repairs.  By eliminating the need to obtain a part, the service technician can come to you directly and most times has the parts needed to fix your device on the spot.  Our technicians’ goals are to get your device up and running with as little disturbance to your company as possible. With our method, you can get back to doing your business as usual.  Providing you with the most comprehensive service is the goal of all Centric employees.  We work hard to help your company achieve all of its goals!