How to Secure a Copier for HIPAA
Your copier stores images of every scanned and copied document. For a covered entity, that's PHI sitting on a hard drive. Here's what to require.
The five controls that matter
- Secure print release — PIN or badge before the job prints
- Encrypted hard drive — stored data unreadable without the key
- Image overwrite — automatic overwrite after each job
- Encrypted scanning — scan-to-EHR/folder over encrypted channels
- End-of-lease data wiping — with a certificate of destruction See our copier security guide and healthcare industry page.
Documentation
For HIPAA, controls aren't enough — you need documentation. We provide written configuration records and end-of-lease wipe certificates for every medical install.
Which machines support this?
Current Ricoh IM and Konica Minolta bizhub i-Series machines support all five controls. See our Ricoh and Konica Minolta pages.
Frequently Asked Questions
Do all copiers support HIPAA controls? No — older or basic models may lack encryption or overwrite; we'll verify before you lease.
Is secure print release required? It's the single most effective control for keeping PHI off the output tray.
What happens to data at lease end? We wipe the drive and provide a certificate of destruction.
Does this apply to dental and vet offices? Yes — any covered entity handling PHI needs the same controls.
Call 678-469-6608 or request a quote.
