What a copier may store
Modern MFPs work like small computers. Depending on the model and settings, internal storage may hold:
- Copies of recently printed, copied or scanned jobs.
- Scan-to-email address books and shared-folder paths.
- Network settings, Wi-Fi details and login credentials.
- User accounts, card IDs and job logs.
For example, the Sindoh D7500 and D5000 Series have 128 GB of internal storage.
Before the machine leaves: a checklist
- Back up the address book and settings you want on the new machine.
- Delete stored jobs, mailboxes and user accounts.
- Run the data-clearing or initialisation function described in the device manual, or ask your supplier to run it. Features and names differ between models.
- Change passwords on any email or folder accounts the copier used to scan to.
- Remove the machine from your network and any print server.
- Get it in writing. Ask the supplier to confirm how the storage was wiped or disposed of.
Returning a rented copier
If the copier is rented or leased, the machine goes back to the supplier. Ask before the collection date how they handle data on returned machines, and whether you can clear the device yourself first. Do not try to remove internal drives yourself: it can damage the machine and breach your agreement.
Why it matters
Malaysia’s Personal Data Protection Act 2010 (PDPA) expects organisations to take practical steps to protect personal data they hold. Payslips, IC copies and client records that pass through a copier are personal data. Clearing a device before it leaves is a simple, sensible step. For legal requirements that apply to your organisation, take advice from a qualified professional.
Keep data safe while the copier is in use
Card authentication holds jobs until the owner taps their card at the machine, so pages don’t sit in the tray. Read how to keep printed documents confidential, or ask us about card authentication on the D7500 and D5000 Series.