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What you should know about memory, Xerox printers, disks and security

Security is always a priority with Xerox. One thing to remember is that many of the Xerox printers and multifunction printers have memory that may contain your data during and after your job prints.

There are a couple of ways to determine which types of memory your machine may have – Online Support and/or the following document, which explains disk drives or other non-volatile memory. These resources help to explain ways to manage the memory to keep your information safe.

Not a catchy title but full of valuable information and instructions.

Xerox copiers, printers and multifunction products all contain some type of computer and software that allows them to perform all the tasks and run all the features available on the machine. The internal computers in these machines may have a disk drive or other kind of non-volatile storage.

This memory is where the job image data is written during processing. The image may be temporarily written on this memory during processing. On some models jobs can be stored at the machine for later reprint. Xerox recognizes the potential risk of data being recovered from non-volatile storage and has built in features and countermeasures in our devices to help you protect your data.

Jobs may be written to nonvolatile memory like the hard drive during job processing. Generally, when a job finishes, the data is deleted, but may still be recoverable using forensic tools. To safeguard against this possibility image overwrite has been included in many Xerox devices.

Image Overwrite effectively eliminates the job data from the hard drive when it is no longer needed. Xerox also scrambles the data with the user data encryption feature. This further protects data from unauthorized access.

Let’s look at the features that Xerox recommends enabling to help secure your data:

  • Immediate Job Overwrite or Immediate Image Overwrite is a feature that deletes and overwrites (with a specific data pattern) disk sectors that temporarily contained electronic image data. Products that use hard disk drives to store job data initiate this process at the completion of each job. This conforms to NIST Special Publication 800-88 Rev1. This should be enabled (and is by default on many products).
  • On Demand Image Overwrite is a manually initiated (can also be scheduled) feature that deletes and overwrites (with a specific data pattern) every sector of any partitions of the hard drive that may contain customer job data. The device will be offline for a period of 20 minutes to one hour while this completes. This conforms to NIST Special Publication 800-88 Rev1. ODIO is effective as an extra protection step when the utmost in security is needed.
  • Disk or User Data Encryption is a feature which encrypts all partitions of the hard drive that may contain customer job data with AES encryption. This should be enabled (and is by default on many products). Encryption can be used in combination with either overwrite feature.

You can learn more about these features and whether or not your machine includes them by reading the document at the link I supplied above.  If you have additional questions you can browse the online support for your specific model of machine, post a question on the Xerox Community Support Forum, or contact your local support centre.

Altron Bytes Document Solutions

Altron Bytes Document Solutions (Altron BDS) is Africa’s leading document management technology and services company and the largest Xerox distributor in the world. It is the authorised Xerox distributor in 26 sub-Saharan countries offering the complete range of Xerox document equipment, software solutions and services. BDS forms part of JSE listed Allied Electronics Corporation Altron.

 

Xerox VersaLink and AltaLink videos and more videos

Are you an owner of one of the Xerox VersaLink or AltaLink printers or multifunction printers, or are you interested in learning about these products? If so, I want to let you know about the plethora of videos available to introduce and train you on the machine. Plethora being about a dozen on the Xerox Corp YouTube site and dozens more on the Xerox Support YouTube site.

These videos range from overviews of the products and features to cleaning the device and customising the home screen to setting up scanning configurations. So much information available in a format that will walk you through in approximately 2½ minutes.

So, who should view these videos? Anyone who owns a VersaLink or AltaLink just might learn something new about a feature or app that you did not know was included on your machine. Find out about an optional feature you may not have thought you needed but now find that you do. Anyone interested in getting one of these products can find out what is available by viewing one of the “tour” videos. To see what I am talking about, here is the Xerox VersaLink B7025-30-35 MFP – Product Tour video.

https://youtu.be/gAhm4Sh16K4

After you view the videos, you can explore the AltaLink and VersaLink printers/multifunction devices on the product pages or on the support Web site for the individual models. On the product pages (VersaLink or AltaLink) you will find information on the specifications of the machine as well as information on the configurations available and what features you can find on the machines. On the support pages you can explore the user manuals and guides as well as the cases and solutions for the machine.

As always, you can contact Xerox for more information and if you already have one of these printers and need support, then search the online knowledge base for your printer, post your question to the Xerox Customer Support Forum or contact support for help.

Bytes Document Solutions

Altron Bytes Document Solutions (BDS) is Africa’s leading document management technology and services company and the largest Xerox distributor in the world. It is the authorised Xerox distributor in 26 sub-Saharan countries offering the complete range of Xerox document equipment, software solutions and services. BDS forms part of JSE-listed Allied Electronics Corporation (Altron). http://bytesdocumentsolutions.co.za

Xerox Corporation

Xerox Holdings Corporation makes every day work better. We are a workplace technology company building and integratingsoftwareandhardwarefor enterprises large and small. As customers seek to manage information across digital and physical platforms, Xerox delivers a seamless, secure and sustainable experience. Whether inventing the copier, the ethernet, the laser printer or more, Xerox has long defined the modern work experience. Learn how thatinnovationcontinues atxerox.com.

The Xerox Remote Print Services advantage

Xerox Remote Print Services is a free and powerful Tool provided in all our Xerox products. It consists of Automatic Meter Reads, Automatic Supplies Replenishment and Remote diagnostics.

This service saves you time and effort so you can sit back and relax while your printer takes care of getting supplies and reporting meter reads.

Automatic Meter reads automates the task of collecting and submitting meter reads. It makes the Meter Read process hassle free and less time consuming for you and the reads are always submitted on time. Automatic supplies replenishment automatically orders certain supplies for your machine as they are needed.

You are less likely to be caught without the supplies you need anymore!

The orders are based on actual usage so no excess inventory just the right supplies right when you need them. Remote Diagnostics is available free of charge on newer devices and enabled when the new device is installed. Remote Diagnostics is a fast way to resolve potential machine issues and receive assistance. This feature enhances the troubleshooting and repair process.

Diagnostic information from the machine will be sent to Xerox and then troubleshooting information will be returned to the machine to potentially help in resolving the issue.

If the issue requires a technician then the diagnostic information will be available to the technician, this information could make the repair process quicker and easier.

Most Xerox devices come with the Xerox Remote Print Services automatically enabled, some of our more mature (okay older) machines require a simple and free download called Xerox Device Agent – Lite (XDA-Lite).

Xerox Device Agent – Lite (XDA-Lite) is a free Device Manager software application that not only enables Xerox Remote Print Services for the older and newer machines, but also provides a fleet management application that allows you to view the status of all Xerox Devices on your network right at your desktop.

Below is the link to install Xerox Device Agent (XDA Lite) software application US and Canadian versions.

Link to XDA (Xerox Device Agent)

Link to Canadian XDA (Xerox Device Agent)

Link to User Guide

To get more information about these features, check out the Remote Print Services at Xerox.com that covers all the information and has many useful links.

There is even a Device Eligibility Test that will let you know if your Device(s) can take advantage of the Remote Print Services.

If you have additional questions, check out the FAQs for Remote Print Services that will answer your questions about the Xerox Remote Print Services.

Also there is a Security White Paper that can answer any security concerns about these Remote Print Services.

Altron Bytes Document Solutions

Altron Bytes Document Solutions (Altron BDS) is Africa’s leading document management technology and services company and the largest Xerox distributor in the world. It is the authorised Xerox distributor in 26 sub-Saharan countries offering the complete range of Xerox document equipment, software solutions and services. BDS forms part of JSE listed Allied Electronics Corporation Altron.

Hacker hacks: unknown callers and self-Googling

Cyber tip 1: Don’t answer the phone unless you know the number
Ask most security experts and they’ll tell you that their number one rule for phone calls is this: unless the caller is a saved contact in your phone, don’t answer. Hackers use many tricks to attempt to record your voice or lure you to answer certain questions through a phone call. Instead, allow unknown callers to leave a message and you decide if you want — or need — to call back.

If you aren’t among the curious few who already do this regularly, Google your name every now and then to see what the world knows about you. You may be surprised at the amount of information out there. Don’t look only at the first page of search results — look through several pages to see what is known about you.

Cyber tip 2: Google yourself, and know what others know about you
Google your name along with a keyword. For example, search for your name and your employer or school, and see the list of things that you either have participated in or have been identified with, as well as what someone else has shared about you. Hackers use this information to figure out things about you. This way, they can use targeted attacks to gain access to your personal information. Here is an example:

Let’s say you are listed as a Xerox employee on your LinkedIn profile. With very little research, a hacker can figure out when the Xerox benefits open enrolment occurs. With that information, they may target you during the company’s open enrolment period with phone calls or e-mail, asking you to log into seemingly harmless sites. If you are not careful, you may enter the wrong site and submit your secure credentials.

Keep the hackers at bay

Product and data security solutions at Xerox. Check out these security solutions videos and resources to see how we protect your valuable business information.

More articles about security on this blog.

The Small Business Solutions blog provides tips on information security, as well as digital marketing, cost reduction, and improving productivity.

(This article was originally published in Small Business Solutions, a Xerox blog that helps you get the most out of your office technology, and provides tips on digital marketing, cost reduction, IT security and increasing productivity.)

Altron Bytes Document Solutions
Altron Bytes Document Solutions (Altron BDS) is Africa’s leading document management technology and services company and the largest Xerox distributor in the world. It is the authorised Xerox distributor in 26 sub-Saharan countries offering the complete range of Xerox document equipment, software solutions and services. BDS forms part of JSE listed Allied Electronics Corporation Altron.

Great document templates for any business

The holidays are here! With so much to do so little time, let the Small Business Resource Center help you out with templates to spread the cheer and get and stay organised into the New Year.

With the holidays comes the release of the 2020 Xerox Calendar.

I don’t know about you but I find it hard to believe that in about a week it will be Thanksgiving here in the US.

Then it is just a short time until Hanukkah, Christmas, Kwanzaa, and the New Year. Just in time for all your holiday needs, I wanted to remind you about the free templates that you can print out.

The free templates include the 2020 calendars in different formats, customisable calendars, holiday greeting cards for Christmas, Season’s Greetings, Hanukkah, and even a Kwanzaa card.

These cards come in many styles and designs that are customisable to send the message you want to share with your customers, employees, co-workers, friends and family.

Just navigate over to the Small Business Resource Center to find all these great templates and printouts. The new 2020 calendars are already available.

This year’s theme is Destination Discovery. The new calendar is vibrant and colorful and comes in several formats. The calendars can make a great gift for your clients and customers and features beautiful pictures.

Not only are calendars available but there are also planners in daily, weekly or monthly format in several designs.

The planners make great gifts or just use them to keep yourself organised.

Other templates include inspirational posters, flyers, business templates, education templates, certificates and so much more.

All of these templates can be printed on your Xerox printer or multifunction device.

Peruse the template site and see which items will work for you.

The Small Business Resource Center is a wonderful source of documents for all types of business, education and holiday applications for big and small businesses alike. Imagine the possibilities!

Altron Bytes Document Solutions

Altron Bytes Document Solutions (Altron BDS) is Africa’s leading document management technology and services company and the largest Xerox distributor in the world. It is the authorised Xerox distributor in 26 sub-Saharan countries offering the complete range of Xerox document equipment, software solutions and services. BDS forms part of JSE listed Allied Electronics Corporation Altron.

Does 22 October 1938 mean anything to you?

Do you realise the significance of 22 October? It means something to you even if you don’t realise it. You see, Tuesday, 22 October 2019, was the 81st anniversary of the day the first xerographic image was produced and xerography began. Without that special day, the Xerox printer or multi-function device you use would probably not exist. It is amazing to think how far the xerographic technology has come in 80+ years.

Back on 22 October 1938, Chester Carlson, a patent attorney and part-time inventor, made the first xerographic image. The first image was a hand written note that simply read “10-22-38 ASTORIA” (see picture). The copy is preserved in the Smithsonian Institution. If Carlson were still alive, he might be surprised to learn his invention began an information revolution that has continued to this day, making information readily available and expanding the world’s total knowledge.

According to Megatrends in Digital Printing Applications, 8.5 trillion letter-size simplex pages are printed annually in North America on products fathered by Carlson’s invention.

Xerox has gone on to be a leader in innovation over the last 81 years. ConnectKey-enabled office assistants, apps, artificial intelligence (AI) and printed electronics are just a few of the innovations that continue to be generated by minds at Xerox. Xerox is made to think. Xerox is building the future of work every day at our innovation centres. Take a look at this Made To Think video to see a few of the innovations and what we are up to on a daily basis:

https://youtu.be/49XLvlFJ8So

You can see the innovations that have evolved from the xerographic technology and more at the Xerox Innovation site. Read more about the history of Chester Carlson and Xerography or download the Story of Xerography.

In celebration of Carlson’s Astoria notice, as you go through your normal workday, how xerography helps you and your business every day.

About Bytes Document Solutions
Altron Bytes Document Solutions (BDS) is Africa’s leading document management technology and services company and the largest Xerox distributor in the world. It is the authorised Xerox distributor in 26 sub-Saharan countries offering the complete range of Xerox document equipment, software solutions and services. BDS forms part of JSE-listed Allied Electronics Corporation (Altron).