Government Industry Challenges
Understanding the unique challenges you face
Strict Compliance
Meeting numerous federal regulations including NIST, FIPS, FISMA, and agency-specific requirements.
Procurement Process
Navigating complex government procurement rules and GSA Schedule requirements.
Security Clearance
Ensuring equipment and personnel meet security clearance requirements for sensitive operations.
Our Solutions for Government
Specialized features designed for your industry's specific needs
Pre-Approved Pricing
GSA Schedule pricing streamlines procurement with pre-negotiated, compliant contracts.
Security Certified
NIST 800-53 and FIPS 140-2 certified devices meet government security standards out of the box.
Accessibility
Section 508 compliant interfaces ensure accessibility for all government employees.
Key Features & Capabilities
Everything you need to meet industry requirements
Recommended for Government
These models are specifically selected for their features, reliability, and compliance with government requirements
Common Use Cases
See how our solutions work in real-world scenarios
Classified Documents
Secure handling of classified and sensitive documents with CAC authentication and encryption.
Public Records
High-volume processing of public records requests with redaction and OCR capabilities.
Forms Processing
Automated processing of government forms with barcode recognition and data capture.
Inter-Agency Sharing
Secure document sharing between agencies with encryption and access controls.
Compliance & Standards
Meeting all regulatory requirements for your industry
Detailed Compliance Requirements
Understanding the specific regulations that impact your document workflows
NIST 800-53 Security and Privacy Controls
The National Institute of Standards and Technology Special Publication 800-53 provides the comprehensive catalog of security and privacy controls required for federal information systems. Government copiers must meet numerous NIST controls spanning access control, audit and accountability, identification and authentication, and system and communications protection.
- Access Control (AC): User authentication, least privilege, and separation of duties
- Audit and Accountability (AU): Comprehensive logging, log protection, and audit review
- Identification and Authentication (IA): Multi-factor authentication and credential management
- System and Communications Protection (SC): Encryption in transit and at rest, boundary protection
- Media Protection (MP): Secure media sanitization and disposal
- Configuration Management (CM): Baseline configurations and change control
FIPS 140-2 Cryptographic Requirements
Federal Information Processing Standard 140-2 establishes security requirements for cryptographic modules used in federal systems. Government copiers handling sensitive information must use FIPS 140-2 validated encryption for data protection.
- Cryptographic modules must be FIPS 140-2 validated (Level 1 minimum, Level 2+ preferred)
- Hard drive encryption using FIPS-approved algorithms (AES 256-bit)
- Secure key management and storage for encryption keys
- Network communication encryption using TLS with FIPS-approved cipher suites
- Certificate-based authentication for secure device access
Section 508 Accessibility Requirements
Section 508 of the Rehabilitation Act requires federal agencies to make electronic and information technology accessible to people with disabilities. Copier user interfaces must accommodate visual, auditory, and mobility impairments.
- Visual accessibility: High-contrast displays, screen reader compatibility, adjustable font sizes
- Auditory accessibility: Visual indicators for audio alerts, closed captioning support
- Physical accessibility: Height-adjustable interfaces, one-handed operation capability, tactile controls
- Cognitive accessibility: Simple, consistent navigation and clear instructions
- Documentation accessibility: User manuals available in accessible formats (large print, Braille, electronic)
- Voluntary Product Accessibility Template (VPAT) documentation required for procurement
Common Document Workflows
Streamlined processes designed for government operations
Classified Document Handling and CAC Authentication
Federal agencies handling classified or Controlled Unclassified Information (CUI) require strict access controls and audit trails. Common Access Card (CAC) integration ensures only authorized personnel access sensitive documents.
Employee inserts CAC (smart card) into copier card reader for authentication
PKI certificate verification confirms user identity and security clearance level
System checks user clearance against document classification requirements
Authorized users can print, copy, or scan documents matching their clearance
Secure print release holds classified jobs until user authenticates at device
Automatic classification banners applied to copied or printed documents
Comprehensive audit logging records all classified document handling
Automatic data overwriting prevents classified data remanence on hard drives
Public Records Requests and FOIA Processing
Federal, state, and local agencies process thousands of Freedom of Information Act (FOIA) and public records requests annually, requiring efficient document retrieval, redaction, and production.
FOIA request received and assigned to responsible office
Relevant documents retrieved from physical and electronic records
High-speed scanning converts paper records to searchable PDFs
OCR processing enables full-text search for responsive records
Redaction tools permanently remove exempt information (personal privacy, law enforcement, classified)
Bates numbering applied for document tracking and citation
Production sets created with index and responsive documents
Secure delivery to requester with audit trail of disclosure
Government Forms Processing and Data Capture
Government agencies process millions of forms annually for benefits, permits, licenses, and citizen services. Automated data capture reduces manual processing and improves accuracy.
Citizens submit forms via mail, in-person, or drop boxes
Forms scanned using high-speed document feeders
Barcode recognition identifies form type and routes to appropriate system
Intelligent OCR extracts data from form fields automatically
Data validation checks information against business rules and databases
Extracted data flows to case management or benefits systems
Exception handling flags incomplete or problematic forms for manual review
Processed forms archived with proper retention and retrieval capabilities
Top Copier Models for Government
Our expert-recommended equipment specifically suited for your industry
HP LaserJet Managed MFP E82550
$8,500 - $12,000HP is a GSA Schedule 36 contract holder offering pre-negotiated government pricing. The E82550 includes FIPS 140-2 validated encryption, meets NIST 800-53 security controls, and provides Section 508 accessibility features making it ideal for federal agencies.
Key Features:
- FIPS 140-2 validated cryptographic module for data encryption
- Common Criteria EAL3 security certification
- Built-in accessibility features meeting Section 508 requirements
- CAC/PIV card reader support for PKI authentication
- Available on GSA Schedule 36 with pre-approved pricing
- Self-healing security with automatic firmware integrity verification
Xerox VersaLink C7030
$9,000 - $13,500Xerox maintains multiple GSA contracts and offers comprehensive government-specific security features. The C7030 provides FIPS compliance, excellent scanning capabilities for records processing, and proven reliability in federal installations.
Key Features:
- FIPS 140-2 validated encryption protects sensitive government data
- ConnectKey security platform with intrusion prevention
- High-speed duplex scanning at 180 ipm for records processing
- Section 508 accessible touch screen interface
- IPv6 support meets federal networking requirements
- GSA Schedule pricing with TAA compliance
Ricoh IM C4510
$7,500 - $11,000Ricoh offers strong government presence with GSA contracts and agency-specific solutions. The IM C4510 balances security, performance, and cost-effectiveness, making it suitable for mid-size government offices and departments.
Key Features:
- Always Current Technology ensures security updates and patches
- FIPS 140-2 validated hard drive encryption
- CAC card reader integration for federal authentication
- Smart Operation Panel meets accessibility requirements
- Energy Star certified for sustainable government operations
- Available through GSA Advantage! and other contract vehicles
Canon imageRUNNER ADVANCE 4551i
$8,000 - $11,500Canon's federal team provides strong support for government installations with security-hardened configurations. The 4551i offers robust security, reliability, and extensive government deployment experience.
Key Features:
- TPM (Trusted Platform Module) for secure cryptographic operations
- McAfee Whitelisting prevents unauthorized software execution
- Comprehensive NIST 800-53 control support
- Department ID tracking for inter-agency cost allocation
- High monthly duty cycle supports high-volume government printing
- GSA Schedule availability with government-specific configurations
Konica Minolta bizhub C450i
$6,500 - $9,500Cost-effective option for smaller government offices and local agencies. The C450i provides essential security features and government compliance at accessible price points while maintaining Konica Minolta's reputation for reliability.
Key Features:
- bizhub Secure platform with FIPS-compliant encryption
- CAC authentication support for federal environments
- Section 508 accessible user interface
- Comprehensive audit logging for FISMA compliance
- Energy efficient operation reduces government utility costs
- Available through state and local government contracts
Volume Requirements & Planning
Understanding typical usage patterns in government
Monthly Volume
Government agency printing volumes vary enormously by agency type, mission, and citizen service levels. Small local government offices (city clerks, planning departments) typically print 5,000-15,000 pages monthly including permits, public notices, and administrative documents. Mid-size agencies (county governments, state departments) average 25,000-75,000 pages monthly across multiple departments and public service functions. Large federal agencies and major state departments frequently exceed 150,000 pages monthly when accounting for all divisions, field offices, and citizen-facing services. High-volume agencies like Social Security Administration offices, VA medical centers, and IRS processing centers can process over 500,000 pages monthly during peak periods. Military installations have additional requirements for classified document production and operational orders. Accurate capacity planning must account for citizen service peaks, legislative sessions, budgeting cycles, and emergency response activities that can dramatically spike printing needs.
Peak Periods
- Tax season (January-April) creates volume spikes for IRS and state revenue agencies
- Legislative sessions generate massive bill tracking, testimony, and research documents
- Election periods require printing of ballots, voter guides, and poll worker materials
- Budget preparation cycles (typically Q3-Q4 for following fiscal year) increase document production
- Grant application deadlines create spikes in program offices
- Public hearing notices and environmental review documents peak during development seasons
- Benefits enrollment periods (Social Security, Medicare, unemployment) increase forms processing
- Emergency response and disaster recovery operations dramatically spike document requirements
Growth Planning
Government agencies should plan for 35-50% capacity above average volumes to handle emergency operations, legislative mandates, and public service surges without procurement delays. Consider multi-year budget cycles—equipment must remain adequate throughout 3-5 year replacement cycles. Federal agencies must account for continuing resolution scenarios where equipment upgrades may be delayed. Plan for increasing public records requests as transparency laws expand—high-speed scanning and redaction capabilities become more critical. Consider distributed printing strategies for field offices and citizen service centers requiring local document production. Equipment should support both current paper-intensive processes and gradual digital transformation initiatives. Disaster recovery and continuity of operations (COOP) requirements may necessitate backup equipment or rapid deployment capabilities. Include accessibility features supporting ADA compliance as workforce demographics evolve.
Security Considerations
Protecting sensitive information in government environments
Classified and Controlled Unclassified Information (CUI) Handling
Government agencies handling classified information or CUI must implement stringent controls preventing unauthorized disclosure. Copiers processing classified documents must be approved for the classification level, located in secure facilities, and operated only by cleared personnel. CUI (formerly known as Sensitive But Unclassified) requires protection per NIST 800-171 standards including encryption, access controls, and audit logging. Many agencies maintain separate copiers for classified vs. unclassified processing to prevent cross-contamination. Network connectivity for classified copiers requires approval and may be prohibited in certain environments. Consider air-gapped devices for highest classification levels.
Common Access Card (CAC) and PIV Authentication
Federal agencies use Common Access Cards (DoD) or Personal Identity Verification (PIV) cards for employee authentication. Copier integration with CAC/PIV systems provides strong authentication linking document activities to specific individuals with verified identities and security clearances. Implementation requires card readers compatible with government smart cards, PKI certificate validation infrastructure, and integration with agency identity management systems (Active Directory with PKI extensions). Benefits include elimination of shared passwords, automatic access control based on clearance levels, and comprehensive individual accountability for all document handling. Regular card reader testing and certificate renewal processes must be established.
FISMA Compliance and Security Authorization
The Federal Information Security Management Act (FISMA) requires federal agencies to develop, document, and implement agency-wide information security programs. Copiers must undergo security authorization (formerly called certification and accreditation) before operational deployment. The authorization process includes security categorization (FIPS 199), security control implementation (NIST 800-53), security assessment, and authorization decision by agency officials. Continuous monitoring requires ongoing vulnerability scanning, configuration management, and incident response capabilities. Most agencies use the Risk Management Framework (RMF) for security authorization. Plan 6-12 months for initial authorization and annual assessments for reauthorization.
Data Sanitization and Media Disposal
Government copiers contain hard drives storing images of potentially sensitive or classified documents. NIST 800-88 provides guidelines for media sanitization appropriate to data sensitivity. For non-classified government data, cryptographic erase or secure overwrite (7+ passes) typically suffices. For classified media, degaussing or physical destruction is required. Agencies must maintain certificates of destruction and chain-of-custody records for disposed equipment. Many agencies purchase and retain hard drives when returning leased equipment rather than trusting vendor sanitization. Develop disposal procedures addressing both routine hard drive replacement during maintenance and end-of-life equipment return. Unauthorized media disposal has resulted in significant government data breaches—treat this as a critical security control.
Success Stories
Real-world results from government organizations
Federal Agency Achieves FISMA Authorization Across 50-State Field Office Network
Federal benefits agency with 250+ field offices nationwide
Challenge
The agency needed to replace aging copier fleet across all field offices while achieving FISMA security authorization for all devices. Existing equipment lacked encryption, audit logging, and centralized management creating security vulnerabilities and audit findings. Procurement had to meet FAR requirements and use GSA Schedule contracts.
Solution
Deployed standardized HP LaserJet Managed MFP fleet with FIPS 140-2 encryption across all locations via GSA Schedule 36. Implemented centralized security policy management, CAC authentication, and comprehensive audit logging. Completed RMF security authorization process with Authority to Operate (ATO) granted for entire fleet.
Results
- Achieved full FISMA compliance with ATO covering all 250+ devices
- Eliminated security findings related to copier vulnerabilities
- Reduced procurement time by 60% using pre-negotiated GSA Schedule pricing
- Saved $340,000 through volume GSA pricing vs. individual procurement
- Improved citizen service through increased equipment reliability (99.2% uptime)
- Reduced IT security burden by 45% through centralized management
- Enhanced employee accountability through individual CAC authentication
State Government Modernizes Public Records Processing with High-Speed Scanning
State archives and records management division serving 5.2M citizens
Challenge
The division received over 2,800 public records requests annually but relied on slow, manual processes for document retrieval, redaction, and production. Average response time of 47 days exceeded statutory requirements. Insufficient redaction tools risked improper disclosure of protected information. Aging equipment created frequent service interruptions.
Solution
Implemented Xerox VersaLink C7030 systems with integrated redaction tools and high-speed scanning. Developed standardized FOIA workflows with automatic routing and tracking. Trained staff on permanent redaction techniques. Added OCR for full-text searching of archived records.
Results
- Reduced average public records response time from 47 days to 12 days
- Increased records request processing capacity by 185%
- Eliminated improper disclosure incidents through permanent redaction tools
- Improved citizen satisfaction ratings by 67% for records services
- Digitized 1.2M pages of historical records enabling remote access
- Saved $215,000 annually in staff time previously spent on manual processing
- Met all statutory response time requirements with zero violations
Frequently Asked Questions
Common questions about copiers for government
What is GSA Schedule 36 and how does it simplify copier procurement?
GSA Schedule 36 (Office Products and Supplies) is a pre-negotiated contract vehicle allowing federal agencies to purchase copiers and related services at pre-approved pricing without conducting full competitive procurement. Vendors compete to get on Schedule 36, and GSA negotiates pricing and terms. Agencies can then purchase directly from Schedule 36 vendors through GSA Advantage! (online shopping) or direct vendor contact. Benefits include: faster procurement (days vs. months), pre-vetted pricing, simplified compliance, and access to volume discounts. State and local governments can often access federal GSA contracts through cooperative purchasing programs. When using Schedule 36, verify the specific model you need is listed, compare prices among multiple Schedule 36 vendors, and ensure you receive the negotiated GSA pricing (not commercial rates).
What does FIPS 140-2 validation mean and why do government copiers need it?
FIPS 140-2 (Federal Information Processing Standard 140-2) is a U.S. government standard for cryptographic modules. FIPS 140-2 validation means the encryption system has been independently tested and certified to meet specific security requirements. Government copiers need FIPS validation because federal regulations (FISMA, NIST guidelines) require FIPS-approved cryptography for protecting sensitive government data. There are 4 security levels (1-4), with higher levels providing stronger protections. Most government copiers use Level 1 or 2. FIPS validation covers the encryption algorithm implementation, key management, and physical security of the cryptographic module. When procuring equipment, verify the specific model and firmware version are FIPS 140-2 validated—certifications apply to specific configurations. Check the NIST Cryptographic Module Validation Program (CMVP) website for current validations.
How do we implement CAC/PIV card authentication on copiers?
Common Access Card (CAC) or Personal Identity Verification (PIV) authentication requires: (1) Hardware—install compatible smart card readers on copiers (contact or contactless); (2) PKI Infrastructure—copier must validate certificates against your agency PKI, typically via Active Directory with certificate services; (3) Network Configuration—copiers need network access to certificate validation services (OCSP or CRL); (4) Device Configuration—enable PKI authentication and map certificates to user accounts; and (5) User Enrollment—ensure user certificates are properly issued and not expired. Most major copier manufacturers support CAC/PIV integration through partner solutions or built-in capabilities. Work with your agency IT security team to ensure proper PKI trust chain configuration. Test with multiple users before fleet-wide deployment. Consider offline authentication scenarios for locations with intermittent network connectivity.
What is Section 508 and how do we ensure copier accessibility compliance?
Section 508 of the Rehabilitation Act requires federal agencies to make electronic and information technology accessible to people with disabilities. For copiers, this means: (1) Visual accessibility—high-contrast displays, screen reader support, adjustable font sizes; (2) Physical accessibility—controls within reach range (15"-48" height), operable with one hand, minimal force required; (3) Auditory accessibility—visual alternatives for audio alerts; and (4) Documentation accessibility—manuals in accessible formats. During procurement, request the Voluntary Product Accessibility Template (VPAT) from vendors—this standardized document describes how the product meets Section 508 technical standards. Agencies have some flexibility to determine "equivalent facilitation"—alternative methods achieving equal access. Testing with disabled employees helps identify real-world accessibility issues not apparent from VPAT review alone.
What are the document retention requirements for government agencies?
Government document retention requirements come from multiple sources and vary by record type and agency. Federal agencies must follow NARA (National Archives and Records Administration) schedules—General Records Schedules (GRS) apply to common administrative records, while agency-specific schedules cover program records. Common retention periods: permanent records (historically significant), 7 years (financial records), 6 years after separation (personnel files), 3 years (routine correspondence). State and local governments follow state-specific retention statutes and schedules. Key principles: records cannot be destroyed before retention period expires, legal holds override normal retention, and electronic records have same retention as paper. Implement copier workflows that classify documents by record type and automatically apply retention policies. Coordinate with records management officers to ensure copier document capture supports retention requirements.
How do we handle FOIA redactions on copiers?
Freedom of Information Act (FOIA) and state public records laws require agencies to disclose records while redacting exempt information like personal privacy, classified content, or law enforcement techniques. Proper redaction requires permanent removal of information—not just covering it with black boxes that can be removed. Modern copiers offer redaction tools that permanently delete underlying data. Best practices: (1) Scan original document to create working copy; (2) Use copier redaction tool or dedicated software to permanently remove exempt content; (3) Verify redactions are permanent by attempting to select/copy text; (4) Apply proper exemption codes (e.g., "Exemption 6—Personal Privacy"); (5) Review redacted version before release; and (6) Retain copy of redacted version and log of exemptions claimed. Never release scanned documents without verifying metadata doesn't contain sensitive information. Some agencies use dual-review process where second person verifies redactions before release.
What security controls do we need for copiers under NIST 800-53?
NIST 800-53 defines security controls for federal information systems, with numerous controls applicable to copiers: Access Control (AC-2 Account Management, AC-3 Access Enforcement, AC-7 Unsuccessful Login Attempts); Audit and Accountability (AU-2 Auditable Events, AU-9 Protection of Audit Information, AU-12 Audit Generation); Identification and Authentication (IA-2 User Identification, IA-5 Authenticator Management); System and Communications Protection (SC-8 Transmission Confidentiality, SC-13 Cryptographic Protection, SC-28 Protection of Information at Rest); and Media Protection (MP-6 Media Sanitization). The specific controls required depend on your system's FIPS 199 categorization (Low, Moderate, High impact). Moderate and High systems require stronger controls. Work with your security team to identify applicable controls, document implementation, and provide evidence for security assessors. Many controls require configuration rather than equipment features—document your configuration baselines.
Can government copiers be connected to classified networks?
Connecting copiers to classified networks requires special approval and security measures. For SIPRNet (Secret) or JWICS (Top Secret), equipment must be approved for the classification level, typically requiring NSA certification for higher classifications. General requirements: (1) Physical security—device located in approved secure facility; (2) Network security—proper network segmentation and encryption; (3) Cleared personnel—operators must have appropriate clearances; (4) Configuration management—strict control of firmware and settings; (5) Removable media controls—USB ports often disabled; and (6) Audit and monitoring—comprehensive logging of all activities. Many organizations use separate devices for classified vs. unclassified to prevent cross-contamination. For devices handling multiple classification levels, multilevel security (MLS) certification is extremely difficult to achieve. Air-gapped (network-disconnected) copiers are common for highest classifications. Consult your security officer before connecting any copier to classified networks—unauthorized connections can result in security violations.
What is the RMF process for copier security authorization?
The Risk Management Framework (RMF) replaced the previous Certification and Accreditation (C&A) process for federal systems. For copiers, the RMF process includes six steps: (1) Categorize—determine FIPS 199 impact level (usually Low or Moderate for copiers unless handling highly sensitive data); (2) Select—choose NIST 800-53 security controls based on categorization; (3) Implement—configure copiers and related systems to meet selected controls; (4) Assess—security assessors test control implementation; (5) Authorize—authorizing official reviews assessment and grants Authority to Operate (ATO); and (6) Monitor—continuous monitoring of security controls. Timeline typically runs 6-12 months for initial authorization. Many agencies authorize copiers as part of broader IT systems rather than individually. Leverage manufacturer security guides and government configurations to streamline implementation. Plan for assessment evidence collection including configuration documentation, audit logs, and test results.
How do we properly dispose of government copiers with hard drives?
Government copier disposal must follow NIST 800-88 Guidelines for Media Sanitization. Process varies by data sensitivity: For non-sensitive data, cryptographic erase (if supported) or overwrite sanitization using approved tools (minimum 7 passes) is acceptable. For sensitive or classified data, physical destruction is required—degaussing (for magnetic media) or shredding/pulverizing hard drives. Steps: (1) Identify all storage media in device (hard drives, SSDs, memory); (2) Classify highest level of data stored; (3) Select appropriate sanitization method; (4) Execute sanitization with witnessed verification; (5) Document sanitization with certificate of destruction; (6) Remove/retain hard drives if returning leased equipment; and (7) Update asset inventory. Use vendor services only if they provide: certified processes, chain-of-custody documentation, witnessed destruction option, and compliance with federal standards. Many agencies purchase hard drives at lease end ($200-$500) rather than trusting vendor sanitization. Improper disposal is a common source of government data breaches.
Industry Resources
Helpful guides and tools for government professionals