Using copiers at work, at the library or at a commercial copy center, to copy or scan sensitive personal information could expose you to identity theft, Better Business Bureau warns.
Large copiers have hard drives - just like computers. The drive may be able to store anything that is copied, printed, scanned, faxed or emailed. If you need a quick copy of your passport, a credit card bill, health records or anything else, the machine could be keeping a copy, too. Anyone with access to the machine could potentially hack into the drive and steal the data.
There is much less risk if you use a home computer to scan or print. Business computers often are networked. The network could leave your information vulnerable to anyone with legal - or illegal - access to the network.
Another risk comes when the machine is sold - or, if it is leased, when another business leases your old printer. The information can be transferred along with the copier to the new owner or lessee. If there is a clever computer person at the next business to own or lease the copier, your information could be stolen. The same thing can happen in a large copy center because the machines are networked. Anyone with access to the network could gain access to your information.
BBB advises business owners to make sure a device's hard drive is wiped clean when they sell a copier or when the lease expires. If you have a service agreement or authorized repair person, ask for help erasing sensitive information without damaging the hard drive. Always use technicians from your copier company to repair the machine. A walk-in repairman could be an identity thief or could damage the copier.
Individuals should take the following precautions to help protect themselves:
Wait to copy sensitive materials until you are at home. Copying personal materials at work is risky, and your company may take a dim view of using office equipment for personal business.
If you have to use a public copier, ask about policies for dealing with information stored on a machine's hard drive. If you are not comfortable with the policy, consider going elsewhere.
If you are disposing of a computer, deleting the information will not wipe the hard disk clean. Use an install disk to return the device to factory settings or remove the hard disk and take it to a company for shredding. You could also buy software designed to erase a computer drive.
For more consumer tips or to check a company's BBB Business Review, go to midmobbb.org or call 573-886-8965.
Sean Spence is the Mid-Missouri regional director for Better Business Bureau.