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Imprints Security

Learn how Imprints can help protect the security of your documents printed, copied, faxed, or scanned on multifunctional devices (printer-copier-fax machines).

Imprints takes the security of your documents seriously. Since 2006, Imprints has been working with manufacturers to ensure the security of our documents. We follow data security standards outlined in Policy and Procedure Manual section 135-3, paragraph 4.3:

4.3 Protect Embedded Data (Phase 2) When a device is decommissioned or serviced, clean/ destroy any internal hard drives according to the applicable standard. If disk drives are used in these devices for temporary storage, encrypt data where possible. Delete data after it is no longer needed.

Many of the machines used on campus are stand-alone, non-networked copiers, which do not have hard drives. The memory is rewritten with each job and erased when the machine is powered off or if the chip is removed.

To determine whether your department’s equipment has a hard drive, see below or contact Gina Webb, (858) 534-2534, with your machine number.

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Konica/Minolta systems

With the exception of 2 units, all Konica/ Minolta digital MFD systems installed in UC San Diego departments have not been networked and only function as standalone digital copiers. As such, no hard drives are utilized in these systems. Information is not retained in memory, and is flushed when power is turned off. For the 2 exceptions, Imprints will destroy the hard drives before redeployment or transfer to Surplus Sales.

Xerox systems

Xerox provides a variety of features and tools to protect data:

  • State-of-the-art encryption ensures all data in and out of the Xerox MFD is unreadable.
  • Xerox’s image overwrite feature, included with all Xerox multifunctional devices with hard drives, electronically “wipes” information stored on the hard drive.
    Note:
    • Image overwrite is activated on all devices, but individual departments’ information technology staff are responsible for scheduling overwriting within their environments.
    • For multifunctional devices with hard drives, Imprints will perform image overwrite on the hard drive before the MFD is disposed of or returned at the end of a lease.
    • If the unit is serviced by Xerox, Imprints will arrange for image overwrite or drive replacement. Alternatively, the department leasing the unit can purchase the hard drive from Xerox.
  • Xerox desktop systems without hard drives erase memory when powered off.
  • Xerox product documentation details the steps to wipe the hard drive (if it exists) before disposing of or trading in old equipment.
  • Find the latest information on security features, vulnerabilities, patches and policy recommendations at www.xerox.com/security.

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