Best Practices for Copying Sensitive Documents

In an office setting, there are times when you need to make copies of sensitive documents, such as contracts, financial statements, or legal documents. It’s important to handle these documents with care to maintain confidentiality and avoid any unauthorized access. Here are some best practices to follow when copying sensitive documents.

1. Limit Access to the Copier
   The first step in protecting sensitive documents is to limit access to the copier. Ensure that only authorized personnel have access to the copier, and consider placing it in a secure location such as a locked room or cabinet. If your office has a shared printer/copier, make sure it has secure printing capabilities, so that documents are only printed when the person who sent the print job is physically at the machine to retrieve it.
2. Use Secure Print Features
   Most modern copiers have secure printing capabilities. This feature allows you to send a print job to the copier and only release it once you are physically at the machine and ready to retrieve it. This ensures that your sensitive documents are not left sitting in the output tray for others to see.
3. Shred Unwanted Copies
   Any unwanted copies of sensitive documents should be shredded to prevent them from falling into the wrong hands. Ensure that your office has a shredder or a secure shredding service in place for this purpose.
4. Clean the Glass and Hard Drive Regularly
   Copiers store images of the documents they copy on their hard drives. If these hard drives fall into the wrong hands, they could be a security risk. Regularly clean the glass surface of the copier to remove any residual images, and consider having the hard drive wiped clean or destroyed when the copier is retired.
5. Train Employees
   Finally, make sure that all employees are trained in best practices for copying sensitive documents. This includes ensuring that they know how to use the secure print features, how to properly dispose of unwanted copies, and how to keep the copier clean and secure.

By following these best practices, you can ensure that sensitive documents are protected when they are copied in the office.