Do you have a record of who is printing documents on your network? Do your employees enter a tracking code before they run a print or copy job?
Output tracking technologies can keep a record of which documents are printed. This creates an environment where employees are reluctant to steal information through the printer. If there ever is a question, you can access the printing logs to see the documents an employee has printed.

Similar technologies can track usage on copiers and fax machines. While it might be impossible to stop every possible theft, with these safeguards in place, your staff will know that the company is monitoring information security.

When you scan a document on a multifunction system, the scanned image is temporarily stored on the device’s hard drive before it is sent off to an email address or network folder location.
On some multifunction systems, this information is vulnerable to theft if the hard drive of the system is stolen. However, new security technologies ensure that all scanned documents are encrypted on the multifunction system’s hard drive and ensure that the files are erased after they have been transmitted.

An Electronic Document Management System (EDMS) provides a central repository for paper and digital information. Only employees with appropriate passwords can access the information.
The system keeps a log of any document that has been viewed. In some systems administrators can control what a user does with a document once it is retrieved. In this scenario, users can be restricted from printing, emailing, or saving certain types of documents.