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Document Security: Protect Your Documents with Data Overwrite and Encryption

By Joe Contreras

Secure File Exchange

As technology advances, potential threats to digital devices and information are on the rise. While most businesses take measures to protect their networks and computers, too many overlook the potential vulnerabilities from everyday use of printers and imaging devices. Unsecured printers and MFPs provide a gateway for hackers to penetrate corporate networks and steal valuable, confidential business information. In 2017 alone, hackers highjacked more than 150,000 office and receipt printers.

Each time your MFP processes a copy, print, fax, or scan job, document data is written to its internal hard drive. If your network or hard drive is hacked or stolen, your sensitive data could be accessed by unauthorized users. With Toshiba Data Overwrite and encryption features, you can rest assured that your data will not fall into the wrong hands.

Data Overwrite
Data Overwrite erases data, files, and images after every copy, fax, scan, or print job. It serves as the primary and immediate safeguard for data security.

The Toshiba Data Overwrite functionality ensures that all files written to your MFP’s internal hard drive are completely erased after every copy, fax, scan, or print job. Toshiba’s efforts are unique in that any “temporary” data written to the hard drive is written over immediately after the MFP is done using it to process a job.

The erased files—including sensitive information such as invoices, HR forms, and contracts—cannot be recovered, even if the hard disk is removed and installed in a desktop computer. While most other manufacturer overwrite tools offer similar safeguards, Toshiba’s overwrite technology ensures comprehensive protection. In fact, Toshiba’s data overwrite process exceeds the DoD 5220.22-M standard.

AES Encryption
Toshiba’s AES Encryption encompasses the secure storage of any data that is being stored on the hard disk drive of the MFP. Toshiba MFPs also come standard with Self Encrypting Drive (SED) technology that allows sensitive user data to be securely erased each time a system is powered-down or when an SED hard disk drive is removed from the system. This SED technology creates its own unique “key” upon initial installation with the MFP. Once the key is created, all data written to the hard disk drive is encrypted and only decrypted by that unique, irretrievable key. Should someone remove the hard disk drive and install it into a PC or another MFP, Automatic Data Invalidation (ADI) renders any content worthless.

Toshiba also utilizes Secure Sockets Layer (SSL) encryption and symmetric cryptography to protect all data traveling to and from networked MFPs, as well as IP filtering that acts as a firewall to protect internal networks from intruders. IPsec technology encrypts data being sent to and from the MFP. Sensitive data, including print and scan jobs and even user names and passwords, are all safe with this feature.

All printers and MFPs should employ encryption technology. Data encryption is the most effective way to achieve long-term data security, and also ensures that data is not left behind on your hard drive when a device is removed or replaced.

Why Choose Toshiba for Encryption and Overwrite?
Toshiba uses the most advanced methods of protecting valuable data to help businesses of all sizes achieve immediate and long-term data security. Toshiba encryption and overwrite technologies are standard features in our latest devices, and our proprietary SED technology is specifically designed so no data is extracted, ensuring your information remains safe and secure even after your printer or MFP leaves your office. In addition to data overwrite, hard disk drives come enabled out of the box on Toshiba’s latest devices, providing 128-bit AES encryption to all data stored on the hard drive.

Toshiba’s SecureMFP™ program addresses device, document, access, and end-of-life security and seeks to raise consumer awareness of the need for data security. Toshiba’s Self Encryption Drive (SED) is Toshiba-engineered and is FIPS (Federal Information Processing Standards) 140-2 validated. This validation ensures measures are taken to prevent tampering and show evidence if any has occurred, adding a greater level of assurance that your data is safe.

Also note that Toshiba devices are designed with corporate and industry-specific compliance regulations in mind, including HIPAA, the Gramm-Leach-Bliley Act, the Family Education Rights and Privacy Act (FERPA), and the Sarbanes-Oxley Act.

As the industry leader in data and device security, Toshiba’s trained and certified masters can analyze and assess security for your devices, access to those devices, and documents. Click here to schedule a security assessment today.

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