Security In Your Print Environment Is Imperative To Remain GDPR Compliant
Espria ensures that we understand our customers’ challenges and offer bespoke solutions to them, whatever sector their company operates in.
Recently, we worked with a camera rental company which supplies equipment for premium drama shows, documentaries, feature films, corporate and promotional videos.
Their key business objectives included being compliant with General Data Protection Regulation (GDPR) as GDPR has had a profound impact on the way VMI handles its customer and employee personal data.
Another key objective was to be able to scan hire agreements in real time so they can be processed and recalled upon immediately.
Our clients’ challenges : a GDPR negligence and a contract storage issue
When our client decided on a print solution, they didn’t take into account GDPR which came into law in 2018.
This negligence posed a serious financial risk to the business as a breach of personal data can result in fines of either 4% of annual turnover or 20 million euros, whichever is the greater.
Technically, the business wasn’t equipped either to detect a cyber-attack on their systems. As a consequence, the company wasn’t able to report cyber attacks to the Information Commissioner’s Office (ICO) within 72 hours of it happening, as required by law.
The scan process of the company was another weakness faced by the company. It was redundant due to there being up to six months delay in archiving hire contracts.
Recently, a team member needed a hire contract that was in storage waiting to be collected and scanned. Retrieving documents from storage was time consuming but also storing hard copies of hire agreements on site required vast amounts of space in the office.
Our solution : a new printer-scanner and a Managed Print Suite
Espria suggested to our client that we implement the Xerox premium C405 printer and scanner which utilises state of the art enhanced security. Secure print and scan release ensure that only the authorised person can retrieve the printed documents.
Other key features (of the printer- scanner?) include McAfee antivirus endpoint security firewall and Cisco Encrypted Hard Disk, the ability to run a comprehensive Firmware Verification test that provides alerts if any harmful changes to the device have been detected allowing VMI to report this to the Information Commissioner’s Office (ICO), the organisation responsible for compliance with GDPR.
McAfee Whitelisting technology constantly monitors for and automatically prevents any malicious malware from running. A data overwrite system embedded within their new device deletes and overwrites data to prevent any malicious recovery of this data.
The Espria Managed Print Suite was also introduced. It allows for easy scanning and archiving of hire contracts.
Any member of staff can scan multiple hire contracts at once using the dedicated document feeder. Each hire contact is saved and archived. Hire contracts can be recalled in the future by searching the agreement number in ‘real time’.
Having control over scanning documents in-house removes the need to store boxes in the office.
Implementing print release and security to their devices offered our client the peace of mind they needed as well as improving their efficiencies.”
The Results
Gaining control over workflows meant that our client’s video producing business could be more productive and fully GDPR compliant.
Reveal areas that need proactive, defensive or collaborative resource
One of our experts will review your current data risk, examine current governance and security controls.
We’re experts in building sustainable IT infrastructure that can scale to your businesses needs.
You may be interested in
The 2025 State of Ransomware: Key Insights on Attacks, Costs, and Recovery
Ransomware continues to evolve — and so must our defenses. The State of Ransomware 2025 report from Sophos presents one of the most comprehensive views yet into how organisations around the world are being impacted by ransomware attacks. Based on an independent survey of 3,400 IT and cybersecurity leaders across 17 countries, the report explores how attacks are evolving, the operational weaknesses adversaries exploit, and the human and financial tolls that follow. Whether you’re building a cybersecurity strategy or assessing risk, this year’s findings offer crucial, real-world insights to guide your response. Key Findings from…
Outgrowing your MSP; businesses need a provider that scales with their growth
To stay competitive, business leaders must align with MSPs that deliver strategic value, drive innovation, and support to scale. Now firmly into 2025, it’s becoming clear what the year has in store for the IT landscape. For SMBs, the message is clear: business growth must be matched with smarter, more scalable managed services. The demand for cyber-resilient, cloud-first and AI-integrated solutions is no longer a forecast – it’s a reality already shaping business priorities. According to leading global technology market analyst firm Canalys’ MSP Trends 2025 report, the MSP model is transforming under growing pressure…
End of windows 10 support signal urgent action needed from UK organisations as cyberattacks continue to rise
Recent breaches at major UK retailers, combined with the approaching end of life of Windows 10, highlights a critical moment for IT resilience planning The recent wave of cyberattacks targeting major UK retailers has highlighted the growing security risks associated with organisations running outdated systems and applications and maintaining weak identity verification protocols. These incidents—particularly those involving Marks & Spencer and the Co-Op—have starkly exposed how vulnerable legacy infrastructure and insufficient access controls can be. In both cases, attackers successfully posed as legitimate employees and manipulated IT help desks into resetting internal passwords, ultimately gaining…
UK SMEs must fortify their cybersecurity against geopolitical risks, says Espria
A recent Sky News investigation highlighted an uptick in cyberattacks tied to the Iran conflict that are targeting businesses across multiple sectors. Speaking at the NATO Summit, Prime Minister Sir Keir Starmer urged UK businesses, regardless of size or sector, to prioritise cybersecurity and ‘take immediate steps to review and strengthen their defences.’ While the warning is timely in tone, businesses are already becoming targets of politically motivated cyberattacks, emphasising the need for heightened vigilance. “As tensions spread globally, threat actors will continue to exploit digital vulnerabilities, and neutral businesses may be caught in the…
End of windows 10 support signal urgent action needed from UK organisations as cyberattacks continue to rise
End of windows 10 support signal urgent action needed from UK organisations as cyberattacks continue to rise
Why Businesses Should Invest in ESG: Lessons learned by Espria
In today’s competitive landscape, Environmental, Social and Governance (ESG) performance is no longer just a “nice to have”—it is a critical business imperative. Companies that prioritise ESG are better positioned for long-term success, risk mitigation, and reputation enhancement. Today’s world demands more from companies than just financial performance. Customers want transparency. Employees want purpose. Investors want resilience. ESG helps businesses manage risk, seize new opportunities and build trust with the people who matter most. It is how you can stay competitive, stay responsible and stay relevant in a fast-changing world. A powerful case study of…