Regulatory Compliance and MFP Security Solutions Key Issues and Considerations A Muratec Whitepaper 2010 ©
INTRODUCTION
In the early 1980s securing a computer, printer or fax machine meant placing it behind a locked door. That was before computers were on every desktop, and before the advent of multi-functional products (MFPs). The MFP consolidates functionality into a single, space-saving platform, enabled businesses to address varied document processing needs, specifically walk-up copy and fax operations and network scan, fax and print functions. From document creation through output and distribution, the MFP plays a pivotal role in today’s connected workplace.
Indeed, as a centralized document processing hub, the MFP has transformed the office landscape by speeding the generation and dissemination of information. In the pre-Internet era documents were carried by courier or express mail services. Now those same documents are easily converted into electronic files, via the MFP, and communicated locally or globally–in an instant. As technology has evolved, so too has the speed at which business moves.
This shift from paper-based to electronic business processes presents formidable challenges for IT security professionals, and others tasked with safeguarding information assets. With nearly instantaneous dissemination capabilities, business-critical documents can be routed to unauthorized individuals in seconds.
To remain competitive in today’s challenging economic climate, organizations–now more than ever– have to protect information assets from theft or loss. Information security is particularly critical for businesses subject to a labyrinth of federal regulations, such as HIPAA, SOX and GLBA. In this white paper, we will examine the issue of regulatory compliance as it relates to office technology, and thus provide guidance on security solutions that can help support enterprise-wide compliance initiatives.
Case Study: Muratec Building a “Best in Class” Website.
The Situation
Muratec is one of the leading manufacturers of printers, fax machines and copiers. During the 1990s, the client made a critical strategic decision: since stores like Offi ce Depot and Staples were eating into margins and driving down prices, they decided to withdraw from the retail channel and focus on direct sales. They needed a robust, comprehensive website to support this decision.
The Solution
RSW identifi ed the key success factors:
- Benchmarking
- Clarity
- Process
- Coordination
RSW built a site that would accommodate the needs of both customers and a third-party sales force. To ensure that the site was the “best in the industry,” we analyzed competitor sites using over 20 different benchmarks, and made sure that the Muratec site met or exceeded the top performer in each category.
Getting started: A Quick and Friendly Trip Through the Basics of Your Muratec Fax Machine
A Quick Introduction to Fax
What’s a fax document?
Simply put, a fax document is anything a fax user wants to fax to someone else. It can be just one page or as many pages as you need. It can be text, a drawing or even a photograph.
What’s a fax number?
Because your fax operates on standard phone lines, a fax number is just a regular phone number. And, because your fax is also a high-quality, full-featured telephone, your fax number can even be your regular phone number.
What are resolution and grayscale?
Just as cars are measured by engine size, fax machines are measured by resolution and grayscale. Resolution refers to the sharpness of a fax transmission. It’s expressed in lines per inch (lpi). There are three specific levels of resolution:
• Normal (203 horizontal ´ 98 vertical lpi)
• Fine (203 ´ 196 lpi)
• Superfine (203 ´ 392 lpi).
Grayscale levels — refers to the many shades of gray your fax machine sees on a document it’s sending. It’s likely most of your fax documents will be dark text on white paper. However, when you want to send photographs and other shaded items, you can set your fax machine to transmit in 64-scale grayscale.
Regulatory Compliance and MFP Security Solutions Key Issues and Considerations
INTRODUCTION
In the early 1980s securing a computer, printer or fax machine meant placing it behind a locked door. That was before computers were on every desktop, and before the advent of multifunctional products (MFPs). The MFP consolidates functionality into a single, space-saving platform, enabled businesses to address varied document processing needs, specifically walk-up copy and fax operations and network scan, fax and print functions. From document creation through output and distribution, the MFP plays a pivotal role in today’s connected workplace.
Indeed, as a centralized document processing hub, the MFP has transformed the office landscape by speeding the generation and dissemination of information. In the pre-Internet era documents were carried by courier or express mail services. Now those same ocuments are easily converted into electronic files, via the MFP, and communicated locally or globally–in an instant. As technology has evolved, so too has the speed at which business moves.
This shift from paper-based to electronic business processes presents formidable challenges for IT security professionals, and others tasked with safeguarding information assets. With nearly instantaneous dissemination capabilities, business-critical documents can be routed to unauthorized individuals in seconds.
To remain competitive in today’s challenging economic climate, organizations–now more than ever– have to protect information assets from theft or loss. Information security is particularly critical for businesses subject to a labyrinth of federal regulations, such as HIPAA, SOX and GLBA. In this white paper, we will examine the issue of regulatory compliance as it relates to office technology, and thus provide guidance on security solutions that can help support
enterprise-wide compliance initiatives.
Regulatory Compliance and MFP Security Solutions
In the early 1980s securing a computer, printer or fax machine meant placing it behind a locked door. That was before computers were on every desktop, and before the advent of multi-functional products (MFPs). The MFP consolidates functionality into a single, space-saving platform, enabled businesses to address varied document processing needs, specifically walk-up copy and fax operations and network scan,
fax and print functions. From document creation through output and distribution, the MFP plays a pivotal role in today’s connected workplace.
Indeed, as a centralized document processing hub, the MFP has transformed the office landscape by speeding the generation and dissemination of information. In the pre-Internet era documents were carried by courier or express mail services. Now those same documents are easily converted into electronic files, via the MFP, and communicated locally or globally–in an instant. As technology has evolved, so too
has the speed at which business moves.
This shift from paper-based to electronic business processes presents formidable challenges for IT security professionals, and others tasked with safeguarding information assets. With nearly instantaneous dissemination capabilities, business-critical documents can be routed to unauthorized individuals in seconds.
Muratec Deploys Fujitsu's Chemical Substances Management System
Tokyo, August 23, 2010 — Fujitsu today announced that Murata Machinery, Ltd. (Muratec), which manufactures and sells communications equipment including multifunction printers, as well as factory-automated systems, machine tools and other industrial equipment, has recently deployed Fujitsu's chemical substances management system. Muratec's decision to employ the system, which is compliant with the EU's REACH(1) chemical substances legislation, was made to further enhance the company's compliance with chemical substances regulations as part of its broader environmental efforts. The system, which began operations in June 2010, is being used as a new information platform for Muratec Communication Equipment Division, which designs and develops multifunction printers and related equipment.
PLEMIA/ECODUCE, Fujitsu's chemical substances management system, has made it possible for Muratec Communication Equipment Division to accurately track any toxic chemicals used in its products, while making major improvements to the speed, efficiency and quality of its process for managing chemical substances. The company plans to use the system to strengthen its green procurement, of which purchasing eco-friendly components and materials is a major priority.
Background
In 2005, Muratec Communication Equipment Division was among the first to build a chemical substances management system that is compliant with the EU's Restrictions on Hazardous Substances Directive (RoHS(2)) and deploys a database system that links with its components list. Within the Muratec Communication Equipment Division, there remained a need to quickly build a database system with the flexibility to serve as an information platform for global regulations and provide robust support for chemical substances management processes. This was essential to help the division meet the EU's initial notification deadline of May 2011 for a company importing an amount totaling over one ton per year of a Substance of Very High Concern (SVHC(3)) that is present above a concentration of 0.1% by weight in each product, as well as to comply with the latest green procurement survey format promulgated by the Japan Green Procurement Survey Standardization Initiative (JGPSSI(4)) and the Joint Article Management Promotion-consortium (JAMP(5)).
Muratec launches the MFX-C3400
Plano, Texas (February 2, 2009) - Muratec America, Inc., manufacturer of multifunction office equipment and business productivity solutions, announces today the availability of the MFX-C3400, a unique multifunction solution that produces full color 11” x 17” output within the footprint of a traditional letter/legal MFP.
“We’re pleased to announce the availability of the MFX-C3400 which we believe compliments our dealer’s current color offerings by providing a complete A3 color MFP solution, within the footprint of a traditional letter/legal device,” said Jim D’Emidio, President, Muratec America, Inc. “We believe our dealers should offer a diverse selection of color multifunction solutions in order to meet the ever-changing needs of their customers. While dealers will continue to focus on higher-segment color MFP’s, the MFX-C3400 can fit a profitable niche within their current product line and add an additional revenue source in the current economic climate.”
Muratec named MFP Facsimile Manufacturer of the Year
Plano, Texas (October 15, 2008) - Muratec America, Inc., manufacturer of multifunction office equipment and business productivity solutions, announces today that for the fourth year in a row it has been named "MFP Facsimile Manufacturer of the Year" by Marketing Research Consultants Inc. (MRC; www.cannatareport.com), a Hamburg, New Jersey-based consulting firm.
Based on results from MRC's 23rd Annual Dealer Survey, Muratec was again named the top MFP facsimile manufacturer for "achieving a high level of excellence in the design and manufacturing of superior MFP facsimile products." Muratec had previously received this recognition in 2005, 2006 and 2007.
Muratec launches the MFX-C4000 Professional Edition and MFX-C2500 Professional Edition
Powerful document imaging solutions enable high-speed color and monochrome printing, intuitive operation and innovative digital document delivery
Plano, Texas (October 1, 2008) - Muratec America, Inc., manufacturer of multifunction office equipment and business productivity solutions, announces today the availability of two new color multifunction solutions, the MFX-C4000 Professional Edition and MFX-C2500 Professional Edition.
Muratec's ScanTag Embedded Platform Adds More Developer Partners
From BuyersLab
August 28, 2008 – Muratec America, Inc.’s ScanTag metadata capture platform for its MFPs seems to be picking up momentum, with two additional solutions providers announcing support for the architecture in the past few weeks and several more “on deck,” according to Lou Stricklin, director of marketing for Muratec. In late July, Muratec announced that ScanTag data had been successfully integrated with the SmartSearch Document Management Suite developed by Square 9 Softworks. That was followed in early August by a joint announcement by Muratec and iDatix, a provider of enterprise document management solutions, that ScanTag users could now easily index newly scanned documents into iSynergy, iDatix’s document management and process-automation platform.
