Security Threats and Countermeasures

Security Threats to Multifunction Products and the Countermeasures to Stop Them

As the society increases its dependency on computers and networks, we are increasingly surrounded by a variety of threats – computer viruses, leakage of personal information, unauthorized access from outside an organization, and more. Addressing this diversity of threats with effective security countermeasures has become a priority for our customers.

Such security threats are not limited to personal computers, servers, or networks. Even basic printers and multifunction products – need countermeasures against the same faced by more sophisticated IT products. As time has progressed MFPs have become information terminals.

Security threats in offices
  • Unauthorized access via networks
  • Unauthorized access via telephone lines
  • Unauthorized access via the device'soperator panel
  • Information leaks from storage media
  • Information leaks due to carelessness
  • Information leaks via hard copies
  • Tapping and alteration of information over the network

You can reduce security threats by considering multifunction copiers as IT equipment and operate them with appropriate diligence. As a forerunner in the field of security countermeasures of multifunction copiers, Ricoh addresses every conceivable security threat:

 

Countermeasures against unauthorized access via networks

Countermeasures against unauthorized access via networks

While the multifunction products can be found over the network, they do not allow the intruder to access their internal features. User authentication and filtering reduce the risk of information leaks via networks.

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Countermeasures against unauthorized access via telephone lines

Countermeasures against unauthorized access via telephone lines

Although telephone lines connected to devices can be a lead-in for external access, Ricoh's multifunction products are designed not to allow access to the internal networks via telephone lines. People of malicious intent cannot access the internal networks of the company via a telephone line for fax.

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Countermeasures against tapping and alteration of information over the network

Countermeasures against tapping and alteration of information over the network

Multifunction products exchange critical information with personal computers and servers over networks. Unprotected, this information is exposed to risks of alteration by people with malicious intent who tap into the network. Ricoh's multifunction products can encrypt network communications to reduce those risks.

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Countermeasures against unauthorized access via the operator panel

Countermeasures against unauthorized access via the operator panel

When multifunction products are installed in an office, they are exposed to security risks of unauthorized operations via the operator panel. Many cases of information leaks are reportedly committed by insiders. Using the user authentication features to properly set up access privileges to individual users reduces those risks. It is important to properly manage and run devices without letting users access the information and functions they do not need.

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Countermeasures against information leaks via storage media

Countermeasures against information leaks via storage media

Multifunction products have a built-in storage device, such as a hard disk drive, for storing address books and accumulated documents. The hard disk drive also contains temporary work images for transmission, reception and printing. If the storage devices are removed, your important information may be read elsewhere. Using the data encryption and overwrite-and-erase functions reduces the risk of information leaks.

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Countermeasures against information leaks via hard copies

Countermeasures against information leaks via hard copies

If a document is left on the tray of a multifunction copier, it can be taken away or viewed by unauthorized persons. It can be a source of information leakage. The risk can be minimized by using the user authentication and locked printing features. Make sure that users make just as many copies as required and that they do not leave hardcopy output unattended on the tray.

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Countermeasuerw against information leaks due to carelessness

Countermeasuerw against information leaks due to carelessness

Sometimes one can make copies of confidential information without knowing it, and the information can be spread and taken away. Sometimes one can fax a document to the wrong destination. Carelessness can be a source of information leaks. Ricoh's multifunction copiers feature functions that can help minimize the risk of information leaks due to carelessness of the user.

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Request for the User (Request to Use the Security Functions)

Ensuring device security requires security settings suitable for the specific operating environment.
To prevent malicious attackers from causing damage, read the following instructions and properly install and set up the device:

<Before using the device>

  1. Install the device in an environment under appropriate physical security control so that the device will not be taken away or destroyed.
  2. Select an administrator and a supervisor who are authorized to manage the device. Make sure that the device is used under logical control of the administrator and the supervisor.
  3. The administrator should become familiar with the operating instructions before using the security functions.
  4. The administrator should instruct users on how to correctly use the security functions to conform to their site security policies.
  5. It is recommended that the log be regularly audited. Check for exceptions and abnormal operations.
  6. When the device is connected to a network, make sure that the network is protected, for instance, by a firewall.
  7. To use the security communications functions to protect data during communications, make sure that all connected devices support the relevant security communications functions, such as encryption.

<Upon terminating the use of the device>

Make sure that none of your information assets are left inside the device. To prevent information leakage, erase the information when when returning it, disposing of it, or transferring it to another environment.

Ricoh offers functions and services for erasing information assets. Use those functions and services as necessary. For more information, contact your nearest Ricoh dealer.

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