5 Steps to Make Your Office Cybersecure

Submitted by Matthew Eberhart on Thu, 03/09/2023 - 14:29
A city network is protected by a barrier with a white lock on top of it.

You’re probably used to avoiding spam calls, phishing emails, and other invasive cyber security threats on your personal devices.

Unfortunately, cyber attacks are not only limited to personal emails and cell phones. In 2020, there were more than 700,000 attacks against small businesses, totaling $2.8 billion in damages.  

As offices go remote, it is more important than ever before for small businesses to practice cyber awareness. As a top-rated print vendor local to North Texas and DFW, we at STPT like to be proactive with our own cybersecurity, and that means keeping you informed about cyber and data security technology and cybersecurity best practices.

This article will explain what cybersecurity is and why it is important for businesses.

After reading this article, you will know more about cyber safety, including services, devices, and strategies that can improve the security of your office data.

Cybersecurity, What Is It? 

So, what is cybersecurity? 

People are always talking about data security and cyber hacking, but what even is a cyber attack and what can your office do to practice better cybersecurity?

 According to Cisco, cybersecurity is the practice of protecting systems, networks, and programs from digital attacks. 

 In a cyber attack, hackers create programs that digitally attack your organization. These programs usually enter one device on a network, like a computer or a digital scanner, then use that entry point to spread through all of your linked devices. In that manner, they corrupt code, steal information, and attack vital systems on your device.

Most cybersecurity companies agree that, in order to protect your company’s important data, you need to practice multiple forms of cybersecurity:

5 Steps to Make Your Office Cybersecure

 1.   Have Good Antivirus Software

Antivirus software works by scanning your computer constantly for malware or other cybersecurity threats. As the name implies, antivirus software works like the body’s immune system; infections, viruses, and other things that can make a computer sick are identified and destroyed before causing harm to your devices. Good antivirus software should be able to run on multiple types of devices and platforms so it can protect your data on multiple fronts. You also want to look for antivirus software that offers comprehensive protection from different kinds of cybersecurity attacks.

 Most cybersecurity specialists recommend having strong antivirus software installed on your devices. For example, McAfee MVISION and Kaspersky are both considered great choices for antivirus software in 2023.

For a more thorough list of antivirus software options and prices, check out this helpful Top 10 list.

2. Back Up Your Data

Information can easily be lost during a cyber attack, either accidentally or purposefully. It is important to protect your data by making electronic copies. Copies should be stored in safe places to minimize risk, and it is best to have multiple backup plans in place. This means having multiple types of data backups as well, including backups in cloud storage and on encrypted flash drives and hard drives.

If your information is lost during a cyber attack, you can save yourself a lot of trouble by restoring the lost data from one of your unaffected backups.

3.   Minimize Internal Access to Sensitive Data

Only select employees should have access to sensitive data. Minimizing your staff’s access to sensitive information is a protective measure meant to prevent leaks and security breaches. 

The Federal Trade Commission’s Guide to Protecting Personal Information is a great resource for businesses that need to learn more about limiting internal access to data.

According to their research, limiting data access internally is a best practice. The FTC also recommends you follow the 5 pillars of data security: know your info, keep only necessary info on hand, protect all data, dispose of unneeded data, and have a response plan in place.

4.   Keep Firmware Updated on All Devices

 Firmware is a code language that computers and other devices use to perform actions and communicate. Printers, routers, and other devices need firmware to operate. Without firmware, machines would be unable to decode information or follow instructions.   

Firmware is the best defense for protecting sensitive information because it protects your devices from unauthorized users. Not only should your devices have firmware installed, but you should also make sure to keep the firmware updated.

It is best to set up automatic notifications or alerts for new firmware updates on your devices.

5.   Work with a Knowledgeable IT Professional & Educate Staff

In order to enhance your office’s cybersecurity, it is best to consider the benefits of working with a knowledgeable IT specialist or a cybersecurity business who can help your staff complete cybersecurity training courses.

What Are the Best Resources for Learning About Cybersecurity? According to the Fordham Ram, two of the best ranked cybersecurity training courses in 2023 are The Complete Cyber Security Course: Hackers Exposed! and the University of Maryland’s Cybersecurity Certification. 

The United States is the most highly targeted country for cyberattacks with 46% of all global attacks being directed towards Americans, and there is an attempted cyber attack every 39 seconds.

Why is Cybersecurity Important for Offices?

It is vital to have updated cybersecurity measures in place because doing so helps deter theft, loss of data, and disruption of office workflows.


Because more offices are using the Internet to operate mobile worksites, it is necessary for employees to access internal company data from anywhere in the world. This makes it more important for companies to keep hackers out of the internal network so they cannot disrupt the everyday flow of work.

 Networks are set up to help facilitate remote work, and one little virus on a single computer can spread and shut down the whole network and leave the rest of the company with no access to important data.

Businesses can experience large losses of revenue, and if you are a small company, this can be a tremendous hit to your bottom line. Not only is there the loss of time and access to work, but companies that deal in sensitive or classified information may lose money if vital information is leaked in a cybersecurity breach.

 Lost customers, decreased public trust, and legal costs can add up and lead to substantial revenue losses, especially for smaller businesses.

What About Printer Security? 

Security is key when it comes to safeguarding your data. Think of it like this: when you want to protect your home from theft, you do several things. You lock all your doors and windows, and you may even use a security system with cameras to monitor the outside of your home.

You wouldn’t lock most of your doors and set up an expensive security system then leave your back door wide open to intruders, would you?

Cybersecurity works the same way. All digital devices need to be secured or the rest of your security measures are wasted.

When someone tells you to make sure your devices are cybersecure, you may naturally think to put antiviruses on your computers, tablets, and iPads, so why not protect your printer?

Printer security is often overlooked by companies, which makes printers an easy entry point a hacker looking to break into the network system that runs all of your business devices. Because printers are often used to print, scan or copy sensitive documents, hijackers target them for easy access to confidential information.

Effective cybersecurity needs to be comprehensive. In order to safeguard your data, all devices—even printers and copiers—need to be protected, and STPT has been in the business of printing for over 35 years, so we have the information and expertise you need to help you keep your office equipment safe from cyber attacks.

To learn more about printer security, you can read one of our blogs on the topic:

·  5 Common Printer Security Mistakes (with Solutions)

·  Printer Security: Xerox’s Approach and Why it Matters


It is important to investigate which security measures and partnerships a printer brand employs before purchasing. If you would like more information about Xerox printers and their cybersecurity measures, STPT can provide you with further resources to help protect your printing data.