I am an attorney and have a security concern about using the office suite’s copying machines. Do copy machines retain any sort of history of the images they copy?

I am considering downsizing and moving to an office suite. I am trying to keep my overhead at a minimal. Copying requirements can sometimes be three hundred to four hundred pages a week. Since I am an attorney, I also have a security concern about using the office suite’s copying machines. Do copy machines retain any sort of history of the images they copy? Are there companies that will lease and service copying machines on less than three-year terms such as 12 months at a time?
Answer:
1. Digital Copier Security: As discussed in the articles below, digital copiers manufactured since 2002 typically have a hard drive or drives that store data about the documents copied, printed, scanned, faxed or emailed on or through the machine. If you don’t take steps to protect that data, it can be stolen from the hard drive, either by remote access or by extracting the data once the drive has been removed. However, whether a particular digital copier saves every digitized image or not can depend on the brand and how it is configured. You will need to check with the manager(s) of the Office Suite facility(ies) you are considering as to whether their particular copy machines are configured to save every digitized image by default.  Whether they do or not, it would be advisable to discuss their digital copier security policies and procedures with them.

• Copier Data Security: a Guide for Businesses: business.ftc.gov
• The Truth about Copier Hard Drives, Tips for Securing Your Data: techrepublic.com
• Digital Photocopiers Loaded With Secrets: cbsnews.com

2. Copier Leases:  While short-term copier rentals and leases are generally possible, they are often cost prohibitive. In terms of leases, 24 and 36 month leases are most common, though some businesses opt for a longer lease to spread out the payments and lower their monthly rate. You will need to check with local copy machine vendors in your area to evaluate the availability of and costs for short-term copier rentals or leases. The following are example discussions on copier leasing you may find helpful:

• 10 Questions to Ask Before You Lease a Copier: blog.hbsx.com
• About Copier Leasing: copierleasing.com
• Rental Options for Copiers: buyerslab.com
• Deciding on the Length of Your Lease: internationalpaper.com

With only 300 or 400 copies per week, you may be able to meet your copying needs with a multi-function laser printer that has printing, copying, scanning and emailing functions and is geared toward a lower volume home office or small business environment. While these multi-function printers are relatively inexpensive to purchase, you would have ongoing supply and maintenance costs to consider with any multi-function printer you own. You can find multi-function printer buying guides, tips, suggestions and printer reviews at websites like the following:

• How to Buy a Multifunction Printer: pcmag.com
• Ten Things to Consider When Buying a Multifunction Printer: office.xerox.com
• Laser Printers and Multifunction Printers: hp.com
• Multifunction Printers: pcworld.com