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RISK AND 
COMPLIANCE IS A 
BUSINESS WEAKNESS 
STRENGTH 
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 …
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?
PART 1: 
THE GAPS IN 
DOCUMENT 
SECURITY
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
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?
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.
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
HOW WELL CAN YOU 
TRACK… 
What sensitive information is being shared? 
Who is sharing it? 
When and how?
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.
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.
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.
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.
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.
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.
PART 2: 
EXAMPLES IN 
PRACTICE
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.
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
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
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.
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.
30hrs 
estimated time spent by 
companies each month 
manually composing 
customer invoices with word 
processing software1. 
1 Canon/KAE Market Research, 2014
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.
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.
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
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.
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
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.
THESE ARE 
JUST A FEW 
EXAMPLES …
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
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.
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 
BE EXCEPTIONAL and visit canon.co.uk

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Risk and compliance is a Business Strength

  • 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 BE EXCEPTIONAL and visit canon.co.uk