PLUGGING THE GAPS IN DATA LOSS. When it comes to controlling data loss, THERE ARE STILL SOME SURPRISING GAPS … And when it comes to enforcing information security policies and managing compliance more effectively, THERE ARE SOME SURPRISINGLY EASY WINS …

1. RISK AND
COMPLIANCE IS A
BUSINESS WEAKNESS
STRENGTH
PLUGGING THE GAPS
IN DATA LOSS

2. When it comes to controlling data loss,
THERE ARE
STILL SOME
SURPRISING
GAPS …

3. And when it comes to enforcing information
security policies and managing compliance
more effectively,
THERE ARE SOME
SURPRISINGLY
EASY WINS …

4. We help all kinds of organisations work better with their
information – across all kinds of paper and digital workflows.
Here we bring together some of the things we’ve learned about
information security and compliance.
PART 1:
THE GAPS
Where are the weak points
that prevent you enforcing
information security policies
and leave you open to risk?
PART 2:
EXAMPLES IN PRACTICE
Where can you combine information
management and automation in your
business processes to strengthen
compliance – and make it less
time-consuming?

5. PART 1:
THE GAPS IN
DOCUMENT
SECURITY

6. 25% of total declared information breaches
are paper-related.
PRINT
remains a serious weak link
for many organisations.
SCANNING
is another potential uncontrolled route out of
your organisation for confidential information.
Almost

7. Today’s sophisticated multi-functional
devices should be protected as well as any
other end-point device on your network.
HOW CAN YOU PROTECT THE
INFORMATION SENT TO AND
STORED ON YOUR PRINTERS?

8. PRINTER
HARD DRIVES
can be set up to erase the
information they have been
printing or removed for
secure storage.
JOB LOGS
can be concealed so people
can’t see what documents have
previously been printed.
INFORMATION
TRANSFER
between printers and people’s
devices can be encrypted to prevent
interception – this includes print jobs,
but also scanned documents.
SCANNED
DOCUMENTS
can have passwords set for PDFs to
restrict opening, editing or printing.

9. HOW DO YOU PREVENT
SENSITIVE INFORMATION
BEING LEFT AT PRINTERS?
User authentication helps plug the gap.
Only the person who sent the job to print can retrieve it,
while at the device.
You can do
this with …
A SWIPE CARD A CONTACTLESS CARD
A NUMERIC CODE FINGERPRINT RECOGNITION

10. HOW WELL CAN YOU
TRACK…
What sensitive information is being shared?
Who is sharing it?
When and how?

11. AT PRINTERS AND SCANNERS
TRACK THE
DOCUMENT
JOURNEY
Device Signature
and Digital User
Signatures on PDFs
can allow you to see
who sent what, when
and from which printer
or scanner.
BE ALERTED
WHEN SENSITIVE
INFORMATION
IS SCANNED
With Optical Character
Recognition, scanners can
recognise if a document
has restricted keywords
within it – if someone scans
it, the process owner can
be informed.
CONTROL
WHO CAN
PRINT, SCAN
AND SEND
You can prevent some
people from using your
devices for certain tasks.
For example, so guest users
cannot scan and send
information externally.

12. ACROSS MULTIPLE
DEPARTMENTS OR DIFFERENT
OFFICE LOCATIONS
• How do you ensure you enforce security settings
consistently?
• Centralised management of multi-functional
printers can prevent individuals and departments
changing settings independently.

13. BEYOND PAPER DOCUMENTS …
Document management software helps you track and
control the use of electronic documents.
• You can change access and usage rights at a server
level – after you’ve shared the document.
• You can define who can open, edit, annotate
and print documents by setting permissions at
individual, group or department level – or create
role-based approvals.

14. BEYOND PAPER DOCUMENTS …
• You can track when and how files are accessed
through audit logs. And track document version
history to show that data or transactions have not been
changed, fabricated or forged.
• You can also easily show who has previously edited,
approved and modified documents for maximum
transparency in your processes.

15. IF YOU CAN’T DO
SOME OF THESE
THINGS, YOU COULD
BE EXPOSED.
But on a positive note, many of these
issues are not hard to fix.

16. APPLYING THIS TO BUSINESS
PROCESSES …
• By combining document management best practices
with the automation of business information
processes you can take control and significantly
reduce your exposure to risk.
• You can also reduce the burden of compliance, so
your people can spend more time on delivering value.

17. PART 2:
EXAMPLES IN
PRACTICE

18. PAYING SUPPLIERS
If an Accounts Payable process is still very manual and
paper-intensive, document controls can be undermined
and the compliance risks and workload quickly adds up.
ERRORS
Manual reading
and transferring of
invoice data causes
mistakes.
POOR
TRANSPARENCY
Difficult to quickly retrieve
audit trails.
A partial or total lack of
archived retention data.
WASTED
TIME
More effort spent on
handling disputes,
and resolving queries.

19. 25% 58%
of companies lose at
least 5% of their invoices1.
of AP systems have no
direct connection with
content management1.
1 Solutions for Finance Departments, Canon/RS Consulting, 2011

20. PAYING SUPPLIERS
A well-designed automated solution can make the
process faster and more efficient – and improve finance
information management and compliance.
Multiple
Locations
Automated
extraction of
data from paper
and digital
invoices
Full synchronisation
with ERP system
Digitised invoices,
indexed and
securely stored
Multiple
Formats
Multiple
Capture
Devices

21. PAYING SUPPLIERS
The benefits:
• By automating this process an organisation can reduce
the number of errors due to manual data entry
• Because invoices and supporting documentation can
be tracked more effectively, you get a more transparent,
searchable audit trail
• Secure storage and access controls for digital
documents means full regulatory compliance.

22. BILLING CUSTOMERS
The way you invoice your customers can also cause
compliance headaches:
• Assurance that all relevant data has been archived for
reporting and retention purposes
• Control of access to invoice information
• Poor integrity of data for audit trails
• Consistency and adherence to regulatory standards
of invoicing.

23. 30hrs
estimated time spent by
companies each month
manually composing
customer invoices with word
processing software1.
1 Canon/KAE Market Research, 2014

24. INVOICE GENERATION
Process automation and digitised archiving can plug
security gaps and improve the way you bill customers:
Ability to set secure access to customer invoice information by
appropriate staff only, through access rights management
Establish reliable audit trails and tracking of invoices – a clear
view of who changed what and why
Show you have consistently adhered to internal accuracy
policies and regulatory requirements
Strengthen monitoring and reporting of customer invoicing.

25. INBOUND INFORMATION –
IN THE MAILROOM
Why the mailroom can be a critical area for risk
and compliance.
THINK OF
INCOMING
INFORMATION SUCH AS:
Customer forms, orders,
vouchers, employee letters,
certificates, supplier invoices.
NOW THINK OF THE CHALLENGES:
Mail distribution, access and traceability is
uncontrolled.
Confidentiality is hard to demonstrate.
It’s hard to comply with regulatory or company
policy on document classification and retention.

26. Improved
searchability and
sharability of
business documents
is the number one
driver for scanning
and data capture
investment1.
1 AIIM Report, The Paper Free Office, 2012
#1

27. INBOUND INFORMATION –
IN THE MAILROOM
A digital mailroom gives you an automated solution
to these challenges.
It converts incoming documents to a digital format and
can integrate them with your document management
system, routing them directly to the relevant individuals,
folders, or departments.

28. INBOUND INFORMATION –
IN THE MAILROOM
Receiving
& sorting Distribution
Receiver
action Archiving
Mail Data
Auto-Extracted
Automatic
Mail Routing
1-Click
Notification
Selective
e-Archiving
Validation
of Recipient
Recipient
Notification
Filtered &
Prioritised
Digital Secure
Storage
Fast and
Accurate
Classification
Status
Visibility
Easy
Sharing
& Editing
Fast
Search
& Retrieval

29. INBOUND INFORMATION –
IN THE MAILROOM
The benefits:
• All incoming mail is securely stored digitally, meeting regulatory
and internal information governance requirements
• Access to confidential mail is controlled with bespoke
access rights
• Mail traceability is closely controlled, from the point of entry
up to its use by the business department end-user.

30. THESE ARE
JUST A FEW
EXAMPLES …

31. But similar compliance risks and opportunities exist across
a wide variety of document-intensive business processes.
CONSIDER THE FOLLOWING …
Customer onboarding, account
opening, forms processing
High volume admissions
and records management
Delivery notes and logistics
documentation
HR administration, policy
and contract management

32. TALK TO US ...
We help organisations of all sizes and shapes
work more efficiently, productively and securely
with their documents.
From simple solutions around document access,
to more specialist business process requirements
and data loss prevention, we can help you stay in
control of information risk and compliance.

33. If there are any areas of particular interest that
you would like to discuss further, or to set up a
meeting, call Scott Ofield on 01235 433470
or email scott.ofield@cuk.canon.co.uk
© Canon Europa N.V. 2014
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