Archive for August, 2010

Warning: Your old copier might “leak” sensitive information

Your old copier might “leak” sensitive information if you do not take proper precautions. The liability could be substantial if your business is subject to regulations like HIPAA, GLBA, etc.

PROBLEM: Hard drives in copiers retain data that could be sensitive.

Most digital copiers (especially those with a network scanner feature) use a hard drive to keep copies of information as it is processed. However, the data is rarely (if ever) deleted until more space is needed. And when it is deleted, there are still remnants of the old data.

If the local technician does repair work, or the copier is exchanged for a new one, the information on the drive could be extracted even though the business thinks the data is not accessible.

RESOLUTION: Enforce data wiping on drives.

Choose one of the following approaches:

  1. Retain the hard drive and send it to a service provider for a security wipe.
  2. Retain the hard drive and physically destroy it.
  3. Require the service provide to certify that it has done either #1 or #2 above.

You can watch the CBS Video or the CBS news article that provides more (& scary) background.

Schedule a Meeting with a Cool & Free Tool: Doodle.com

If your small-to-medium business or organization needs to schedule a meeting with 3+ people, Doodle.com has a free online service that will help you reduce the time needed to find an agreeable meeting time.

After you create an account with Doodle, you can use the “Schedule Event” task to define the meeting scope and potential meeting dates and time ranges. Here is an example:

Example Schedule for Doodle.com

Example Schedule

When you use the “Yes-No-Ifneedbe poll” option, potential participants can choose the “If Need Be” option. Personally, I almost always use this option.

All you need to do is email the potential list of participants with the “Participation Link” (something like https://www.doodle.com/k6sZZsixqsr7qd99ks) and ask them to respond. I have found that even the most inexperienced user can complete this process.

I receive no compensation, etc. if anyone chooses to use the service, but I frequently recommend this to small businesses and not-for-profits. You can also do a poll by using Doodle’s “Make A Decision” task.

Doodle.com gets a “big thumbs up” from me.

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