Do you know that office photocopiers or photocopy machine have own hard-disk? 60% of USA people don't know this fact. But as account and finance manager, you should know this fact.
When you take photocopy of any confidential data relating to accounting and finance from office photocopiers, the photocopier automatically scans every document and saves it in his hard-disk. All data is saved in photocopy machine's digital image form.
It has following Plus and Minus Points
1. It is helpful to not only accounting and finance department but also all department because if you want to take large number of copies for sending it to different department, you have to scan original document only one time and after this your office photocopier can print the photocopies by using memory from his hard-disk.
2. These huge printer/scanner/copiers are networked with dozens of computers at a company and they store [spool] the images of documents to a hard drive to make sure they can keep up with the many request for printed documents. As soon as one document is printed the machine acquires the next document to be printed from the hard drive. Otherwise you would have to wait for hours to get a printout. [comment on YouTube by SuperEnoughAlready channel]
3. You can also open its hard-disk and use it for any other photocopiers for getting the photocopies of all old saved data in case your old photocopier has scrapped.
Remember the tips of security
It's responsibility of the manager to remove the hard drive prior to it is being sold or sent for repair and keep this hard-disk under control.
In the following video of CBS, you can see that how can an engineer can easily scan all the saved information in office photocopy machine's hard-disk. By seeing this video you can learn many tricks for your security relating to photocopiers hard disk.
Related : Benefits of Strong Passwords