Technologically speaking, we live in something of a paradoxical era. Cyber threats are prominent and sophisticated, and yet security solutions have never been more powerful. In a surprising amount of cases, a data breach might not have stemmed from a lack of available protections, but rather, a failure to use the tools at our disposal effectively.
Even small businesses can benefit from a proactive approach to security—it’s much better than becoming reactive after it’s too late. One of the simplest and most effective steps is to set up a method of authentication for your Xerox multifunction printer, meaning that only authorized people can access the device.
There are many different ways to authenticate users for your MFP. Today, we’re going to cover what modern authentication options exist so that you can choose the one that works best for your workplace.
What Login Methods Are Available for Modern Xerox Multifunction Printers?
The purpose of any authentication system is to confirm a user’s identity. Just like signing in to your email account, your Xerox MFP has the ability to confirm that the person using the device is, indeed, authorized to do so. A variety of systems exist to do this, including but not necessarily limit to the following:
- Username and password authentication
- Card-based identification, such as with a proximity card, smart card, or badge
- Cloud-based authentication with systems like Xerox Workplace Cloud
- QR code based authorization for certain apps with the Xerox App Mobile Login feature
The quickest authentication method to start using right away is username and password based authentication. Your modern Xerox MFP is already equipped to allow for this kind of security, which can be set up at the device or through the Embedded Web Server. If you aren’t using any kind of authentication at all, this is a great starting point.
Having said that, your organization may benefit from the other authentication types, for reasons which we’ll examine next.
What Xerox Authentication Process Should My Organization Choose for the Best Security?
Choosing how you log in to your Xerox device should be based on both the security benefits, whatever compliance regulations your organization has to follow (if any), and overall convenience for your staff.
The most commonly used authentication type is the username and password type. While it is just as secure as any other credential-based authentication system, some users may find username and password based authentication to be cumbersome. Not only does the user have to remember their password—which, for best security, should be complex—but they have to type it in on the MFP’s display screen.
For these reasons, some organizations find that workflows are made more efficient by using other types of authentication, such as card-based authentication. However, card-based authentication does require a separate card reader to be installed.
You can also consider setting up QR code authentication for your Xerox apps using the Xerox Apps Mobile Login feature, which is free and can coexist with other authentication types.
Learn More About How Xerox Devices Provide Industry-Leading Security Without Compromising Usability or Convenience
How users identify themselves to the printer is just one component to securing your print environment. Pull printing, per-user access control, promoting good print and general security behaviors, and more all form the basis for security and efficiency in your office. To learn more, you can check out these security-related blog posts we’ve published previously:
- Why Printer Security Saves Data, Money, and Time (Plus 3 Must-Know Tips)
- A Comprehensive Approach to State-of-the-Art Printer and Data Security
If it’s time to upgrade your office equipment to enjoy the benefits of modern Xerox security, we invite you to contact us today with your questions. You may also request a free online quote.
