Beyond the Device: Xerox's Multi-Layered Approach to Print Security

In today's interconnected and threat-prone digital environment, securing print infrastructure is more crucial than ever. Businesses of all sizes require robust and comprehensive security solutions to safeguard sensitive data and ensure compliance. Print security has become a significant topic of discussion in the industry, given its essential role in protecting confidential information and mitigating cyber risks. Despite often being overlooked, printers and multifunction devices manage highly sensitive documents such as architectural plans, legal contracts, and financial records, making them potential vulnerabilities.

In addition, the rise of hybrid work has increased the focus on print security. As employees print and scan from various locations and devices, traditional security measures are no longer sufficient. Printers also act as network access points, which can be potential entryways for hackers to infiltrate systems. This increased risk, along with regulatory compliance requirements in industries such as finance and legal services, has made print security a key topic in IT security discussions. Businesses are now acknowledging that implementing secure print and scan solutions are essential not only for protecting physical and digital documents but also for maintaining their reputation, client trust, and business continuity in a complex threat landscape.

Xerox addresses the challenges of print security in the modern distributed workplace through a multi-faceted approach. The company takes a comprehensive approach to print security that includes device security, fleet management, and digital services. Xerox aims to be the print industry's most secure and trusted provider, which drives continuous improvement in its products, services, and infrastructure security. This Techaisle Take examines Xerox's security strategy, key offerings, and how it differs from competitors.

A Vision of Security and Trust

Xerox's vision is to be the most secure and trusted provider of workplace services. This commitment is driven by an executive mandate to continuously improve the security of its infrastructure, products, and services. To achieve this, Xerox has adopted the NIST Cybersecurity Framework (CSF) as a baseline for measuring and improving its cybersecurity program. Xerox tracks its security investments by mapping them to the NIST CSF and measures outcomes against desired targets. This framework ensures a systematic approach to security, aligning with industry best practices.

Xerox was the first in the print industry to provide recommendations for implementing Zero Trust architecture in a print environment. This approach includes authenticating and controlling access, monitoring and detecting malware, containing and remediating threats, protecting data and documents even beyond the hardware, and automating security measures. Xerox recommends a five-step approach to implementing a Zero Trust architecture in a print environment based on the NIST framework. The first step is to authenticate and control access, which includes verifying all access to devices and networks. The second step is to monitor and detect by continuously scanning for security threats. The third step is to contain and remediate potential compromises. The fourth step is to protect data and documents using encryption, password protection, and removing data that is no longer needed. The fifth step is to automate compliance enforcement through automated security policies. Xerox developed these recommendations to assist clients in implementing Zero Trust in their print environments.

Xerox reinforces its security commitment through rigorous independent assessments. Third-party assessors provide unbiased evaluations of the company's security program, ensuring transparency and accountability to the Board of Directors. Furthermore, Xerox actively engages in a bug bounty program, inviting ethical hackers to identify and report vulnerabilities. This proactive approach demonstrates a commitment to continuous improvement and strengthens Xerox's overall security posture, enabling it to deliver highly secure and reliable solutions to its customers.

Why Choose Xerox? A Focus on Security Differentiation

Xerox differentiates itself from competitors through its comprehensive security approach, commitment to compliance, and innovative technologies. One key differentiator is its extensive portfolio, encompassing device security, secure fleet management, secure print management, and secure data and content management. This multifaceted approach establishes a robust multi-layered defense against potential threats.

Furthermore, Xerox stands out as the sole MPS provider to have achieved all major security compliance certifications, including ISO 27001, ISO 22301, SOC2, SOC3, and FedRAMP. These certifications underscore Xerox's unwavering dedication to adhering to the most stringent security standards.

Strengthening its security offerings, Xerox collaborates with industry-leading security firms such as Trellix and Cisco, enabling the delivery of best-in-class integrated security solutions. Moreover, Xerox's cloud-first strategy, exemplified by solutions like Workplace Cloud and Cloud Fleet Management, empowers the company to offer flexible, scalable, and secure solutions that are crucial for a Zero Trust environment. In fact, as mentioned earlier, Xerox pioneered the industry by providing Zero Trust recommendations for print environments, solidifying its market leadership in this domain.

Transparency is paramount for Xerox. The Xerox Trust Center provides clients with readily accessible security reports, certifications, and bulletins, fostering trust and open communication. Additionally, Xerox offers a unique Printer Security Operations Center (PSOC), a centralized security hub that provides comprehensive support for customers and partners lacking dedicated security resources.

Xerox's commitment to security extends beyond basic measures, encompassing both physical and digital document paths. Its advanced analytics platform incorporates security data, offering a holistic view of both operational and security status. The company also prioritizes content security, providing innovative features for controlling the content of printed documents and incorporating intelligent data loss prevention (DLP) capabilities through Apps and Workflow Central.

While not strictly a security feature, Xerox's adaptive learning technology leverages AI to automate workflows and minimize time spent on complex tasks, indirectly enhancing overall efficiency and reducing potential security risks associated with manual intervention.

To ensure the successful delivery of these security solutions, Xerox invests heavily in comprehensive training and enablement programs for its sales teams and partners. This robust training equips them with the knowledge and skills necessary to effectively communicate Xerox's security value proposition to customers and tailor solutions to their specific security needs.

Enabling Sales and Partner Teams to Win with Security

Xerox recognizes that a robust security posture extends beyond product development and demands effective communication and sales enablement. To this end, Xerox has invested in a comprehensive global training program designed to equip sales teams and partners with the knowledge and confidence to articulate the value of Xerox's security offerings effectively.

Foundational training encompasses interactive e-learning modules covering security fundamentals, ConnectKey technology, and tailored messaging for key decision-makers, such as CIOs. This training is complemented by readily accessible resources, including security resource guides, a dedicated ConnectKey knowledge center brimming with security intelligence, competitive analyses, and comparison charts. For MPS security offerings, Xerox provides engaging explainer videos, impactful demo tools, and a user-friendly workplace cloud solution design tool. Furthermore, Xerox actively supports the evolving needs of Zero Trust and hybrid work environments through a wealth of resources, including informative collaterals, dedicated webpages, and engaging videos.

To maximize the impact of these resources, Xerox strategically distributes security content and messaging across major social channels. Leveraging industry recognition and awards further solidifies Xerox's leadership position in print security. To streamline sales operations, Xerox has created two dedicated repositories: Showpad for client-facing materials and Smart Center for sales, marketing and technical resources. This centralized access to information ensures that sales teams can effectively engage with customers, build strong relationships, and drive successful sales outcomes.

Device to Data: A Holistic Approach to Print Security

Xerox delivers a comprehensive security portfolio that addresses the multifaceted challenges of print security. This portfolio encompasses robust device security, secure fleet and print management, and advanced data and content protection. Designed to function seamlessly together, these integrated solutions provide a layered defense, safeguarding against a broad spectrum of threats and ensuring a secure print environment for businesses of all sizes.

• Device Security: Xerox embeds numerous security features directly into its devices. These features are designed to prevent unauthorized access, detect malicious activity, and protect sensitive data.
  • Prevention: Xerox devices offer various mechanisms to control access, such as PIN code access and card solutions. These ensure that only authorized users can operate the printers, preventing unauthorized device access.
  • Detection: Xerox printers are equipped with technology to detect malware and malicious attempts to tamper with the firmware. This includes allowlisting protection from Trellix (formerly McAfee), which ensures that only authorized firmware can run on the device, blocking unauthorized modifications.
  • Protection: Xerox implements 256-bit encryption for data streams and storage devices, securing data in transit and at rest. This protects sensitive information from unauthorized access.
  • External Partnerships: Xerox partners with security firms like Trellix and Cisco to integrate their technologies to provide comprehensive security solutions. Cisco's Identity Services Engine (ISE) automatically detects Xerox devices on the network and classifies them as printers for security policy compliance.
  • Domain Restrictions: Xerox devices can restrict scanning to email to only designated domains. This prevents employees from emailing sensitive documents to personal accounts. Xerox has domain restrictions on Workflow Central, Image Security with Workplace Cloud & Suite.
  • Imaging Security: The devices can be configured to alert administrators if an attempt is made to copy or print sensitive documents.
• Secure Fleet Management: This offering extends security beyond individual devices to the entire print fleet. Xerox's Managed Print Services (MPS) includes tools to assess a client’s current state, develop security policies, configure devices, and monitor and remediate issues.
  • Printer Security Audit Service (XPSAS): This service focuses on the configuration and compliance of the print fleet. It automates device security settings, firmware updates, and password management. The service builds "cookbooks" of client security policies, which it automates, allowing remediation without human intervention. It also provides ongoing reporting through security compliance dashboards.
  • Xerox Workplace Cloud Fleet Management: This cloud-native solution brings the capabilities of XPSAS to channel partners. It includes proactive monitoring and uses the same platform as Workplace Cloud, enabling easy implementation and management.
  • Device Certificate Management: Xerox automates the management of device certificates, a traditionally manual and complex process. This includes integrations with certificate authorities like Microsoft ADCs and Entrust, simplifying the creation and deployment of digital certificates. This is crucial for verifying device identities and ensuring secure connections.
  • Workplace App Management: This manages the deployment and maintenance of Xerox ConnectKey apps. This includes automated updates, monitoring of usage and compliance standards, and ensuring that apps are always up-to-date and in line with security policies.
  • Security Event Monitoring: This service monitors device logs for security events, parsing and categorizing them by severity. This helps identify potential security threats and allows for quick responses.
  • SIEM Integration: Xerox integrates with leading Security Information and Event Management (SIEM) tools like Trellix, LogRhythm, and Splunk. This allows clients to bring print-related security data into their existing IT security dashboards for a holistic view of their security posture.
  • Printer Security Operations Center (PSOC): Xerox offers a centralized service that provides skilled security professionals to handle security for clients, especially for partners who lack the resources. The PSOC delivers services like Printer Security Audit Service, Security Event Monitoring, Device Security Center, Certificate Management, and SIEM Integration.
• Secure Print Management: Xerox's print management solutions focus on controlling device access and providing insights into print activities.
  • Access Control: Xerox’s print management system allows secure access via card swipes, phone taps, or PIN codes. It offers pull printing, holding jobs in a secure queue until the user authenticates, ensuring that printed documents are not left unattended.
  • Mobile Print: The system supports mobile printing from various operating systems like iOS, Android, and Chromebook, as well as mainframe systems. All mobile print workflows are secured with secure logins.
  • Cloud and Server Options: Xerox offers both cloud-based and server-based print management solutions. The cloud solution, built natively in Azure, is designed for scalability and security.
  • Single Sign-On (SSO): Xerox integrates SSO with ConnectKey apps, streamlining access to cloud repositories.
  • Flexible Job Routing: Xerox provides a flexible way to route, encrypt, and manage print jobs. Options include cloud routing, local routing, and hybrid options, which can route print jobs locally or to the cloud based on the fastest path available.
  • Encryption: Xerox encrypts data channels and jobs with a bring-your-own-key (BYOK) option also provided. This allows clients to use their own certificates to encrypt print jobs, providing additional protection.
  • Multiple Data Centers: Xerox operates multiple data centers in regions such as Europe, the UK, and the US to ensure data sovereignty and security.
• Secure Data and Content Management: Xerox also offers solutions to protect data and content from unauthorized disclosure. This includes features that can be used to redact, protect, and track documents.
  • Workflow Central: This platform provides workflows to automate document conversion and security. Being cloud hosted, it is accessible from Xerox devices, PCs, tablets, and mobile devices.
  • Auto Redaction: Also available as a standalone app, this workflow uses AI to recognize and redact personally identifiable information (PII) and custom words or phrases automatically.
  • Protect: This workflow allows senders to control shared documents by setting an allow list of authorized viewers, the ability to expire documents at any time, even deter screen captures and prevent printing.

Final Techaisle Take

Xerox stands out as a leader in print security due to its comprehensive, proactive, and innovative approach. By embracing the NIST Cybersecurity Framework, leveraging external partnerships, and investing in cloud-based solutions, Xerox provides a robust defense against evolving cyber threats. With its focus on Zero Trust principles, secure fleet management, and advanced content security, Xerox is well-positioned to be a trusted partner in the print industry, offering secure and efficient solutions for the modern workplace. In a landscape where security is not just a feature but a necessity, Xerox sets the standard, helping its clients secure their print infrastructure and protect sensitive data.