If you have a newer model photocopier in your office that
can copy, print, scan, fax, and email documents or perform some combination of
such tasks, be aware that your copy machine is actually a computer. The digital capability of the machine means
that the information on the copied document is stored on its hard drive. This information can be pirated and stolen
from the hard drive via remote access or extracted once the machine is scraped
and the hard drive removed.
Since patients’ records and other private health information
may be copied in a dental office, it is imperative that dentists/practice
owners take steps to ensure that copy machines are secure while being used in
the office and when trashed at replacement.
Ignorance is no defense if private health information is distributed via
carelessness in your office. The Federal
Trade Commission’s Bureau of Consumer Protection has issued guidelines for
photocopier security which all practitioners would be wise to access. For information, visit http://business.ftc.gov/documents/bus43copier-data-security
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