Cyber security has hit the headlines recently, reinforcing the need for all devices to be as secure as possible to avoid the possibility of an attack – and document management devices are a part of this.
Cyberattacks have been headline news recently, with several high-profile cases including Marks & Spencer, where an attack has caused chaos for an extended period and causing them to lose hundreds of millions of pounds because of it.
This has demonstrated how devastating cyberattacks can be, and the need for all businesses to ensure that their networks and devices are as secure as possible – including items that can be overlooked such as document management solutions.
“The recent spate of cyberattacks targeting British businesses means document and information security has rarely been under more scrutiny,” says Greig Millar, chief revenue officer at Brother UK.
“Small businesses continue to digitise their operations, so securing document management solutions has become a critical priority. Teams are scanning, accessing and sharing documents from various locations, which increases exposure to cyber threats, user error and unauthorised access. As more firms accelerate their digital transformation, it’s essential to implement best practice document management from the start. Protecting sensitive information throughout its lifecycle is critical for maintaining compliance, customer trust and operational confidence.”
As David Malan, sales director UK and Ireland at Docuware, notes: “Document management solutions are increasingly vulnerable to complex and evolving security threats,” he says. “These systems often store sensitive material, making them appealing targets for cyberattacks. A single breach can trigger widespread consequences, disrupt operations and potentially lead to legal or financial fallout.
“The threat landscape is further complicated by internal risks, including accidental mistakes and even malicious actions from within an organisation. As a result, maintaining strong, adaptable security has become essential for any business relying on digital document infrastructure.”
Jamie Emmitt, EMEA manager at Huntress, agrees: “As with any critical data storage and management platforms, the more we integrate with them the higher the security risk,” he says. “They are a prime target for hackers to get the keys to a business. Whether it be confidential client data, in-house company procedures or even passwords and employee profiles, if a bad actor gains access to these documentation management solutions, it can be devastating.”
SMB risk
SMBs are especially at risk. “Many don’t have full-time IT staff, work with limited budgets and rely on outdated or piecemeal security solutions,” says David. “That makes them easier targets compared to larger organisations. Without proper access controls, strong encryption or reliable backups, they’re left vulnerable to the likes of data loss and business interruptions.”
Jamie agrees: “Some SMBs are savvier than others, but experience shows most have to rely on IT resellers and service providers to ensure they are protected and equipped to make use of these fantastic tools,” he says.
Greig adds that it is a mixed picture: “Some businesses have already built secure, cloud-based workflows into their daily operations, but many are still at the beginning of that journey,” he says. “Security needs to meet them where they are. It should be flexible, built in and easy to manage so it can support transformation without disruption. Solutions like Tungsten Automation’s AutoStore allow businesses to securely capture, process and route documents in a way that fits their current infrastructure. Even simple measures can have a big impact. For example, using NFC-enabled printers ensures that only authorised users can print – preventing documents from being left unattended or accessed by an unauthorised person.”
Reseller role
Resellers can play an important role in helping customers to enhance the security of their document management solutions. “This is where resellers really shine,” says David. “They don’t just deliver software, they act as trusted partners, helping SMBs identify security gaps, strengthen their defences and keep up with evolving compliance demands.
Jamie agrees that the role of the reseller is pivotal. “Most SMB owners do not know about or have the bandwidth to spend time on where they have risk to their data,” he says. “The role of the reseller is to educate on this risk and offer the solutions to them. Without this relationship, SMBs could be facing a very exposed dataset and business.”
For an effective solution, there are various components that should be included, although, as Jamie notes: “There is no silver bullet. As has always been the case with security we must have a layered approach to cover all access points to these platforms and frankly wherever critical business data is residing.
“They should be considering two key elements, the technology needed, everything from AV and EDR solutions for the endpoints through to identity monitoring in M365 users and how these security solutions are being managed. It is rare that SMBs have a dedicated team to manage their security tools to ensure they are quick to respond and mitigate the impact of threat actors. They need support when these hackers attempt to gain access to their critical documents and data, whether it be with a managed SOC and/or a managed service provider, a security stack to protect your document is only as useful as it is being tested and managed.”
Greig adds that scanners play a crucial role in helping businesses digitise physical documents and integrate them into secure, automated workflows. “Smaller businesses may lack in-house IT support, which is where resellers can add real value by bridging that gap,” he says. “By working closely with customers to understand their workflows and challenges, resellers can deliver tailored document management solutions that are secure, simple to implement and easy to scale.
“Customers’ need devices they can trust too. Our ADS range, for example, has received awards for its secure file routing, user authentication and automated document handling. These capabilities reduce manual risks while helping businesses move faster and more efficiently.
“The devices are optimised for Brother Cloud Solutions, a suite of software solutions integrated with Tungsten Automation’s AutoStore and Printix, that means businesses can scan, access and share documents securely from any location. These tools support remote and hybrid working models, while giving resellers the confidence to recommend solutions that deliver strong data protection alongside productivity gains.”
David adds that a well-rounded security offering should include things like end-to-end encryption – in transit and at rest – role-based access controls, malware detection, detailed activity logs and support for regular audits.
“Just as important are backup and recovery strategies – ideally with geographically redundant storage – to help businesses bounce back quickly from unexpected events,” he says. “Given the lack of in-house expertise at many SMBs, resellers often become the go-to source for security advice and support. That puts them in a powerful position to shape long-term data protection strategies and make a lasting impact.”
Agility is key
It is also crucial for solutions to be agile. “The threat landscape changes fast, so document management systems need to keep up,” says David. “Whether it’s adapting to new vulnerabilities, updating compliance features or enabling secure remote access during disruptions, flexible and responsive systems make it easier to maintain security and business continuity.
“At the end of the day, document security isn’t optional – it’s essential. Resellers play a crucial role in bridging the gap, delivering the tools, knowledge and adaptability SMBs need to protect their most important information in a digital-first world.”
Jamie adds that there are always new threats aimed at SMBs. “While we see large targets impacted as we have in recent times like with Co-op and M&S the prime targets for hackers are SMBs that do not have budgets or teams dedicated to security,” he says. “The solution partners with resellers who do understand and have strong partnerships with agile vendors who are first on the scene, not last.”
Greig agrees: “Security threats continue to grow, so solutions must remain agile and resellers will be critical in helping businesses stay ahead of evolving risks,” he says. “We’re at our partners’ side here, pooling insight and expertise for better conversations with customers on their cyber resilience.”
