For many organizations, cloud printing has become a convenient way to support hybrid work, reduce the load on internal servers and simplify user access to printers. But as more workflows move to the cloud, cybercriminals have taken notice. Printers are no longer simple peripherals. They’re network endpoints that store and transmit data and can be targeted just like laptops, mobile devices or servers.
If your business is exploring cloud printing or already relies on it every day, it’s important to understand the biggest cloud print security risks and how to prevent them. Because while these vulnerabilities are real, they’re also manageable with the right tools, policies and partners.
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4 of the Biggest Cloud Printing Security Risks
1. Not Leveraging User Authentication Software
Cloud printing makes it easy for anyone on the network to send print jobs. But if your organization hasn’t implemented user authentication or output management software your documents will sit in the output tray until you remember to walk over to the printer and pick them up. Leveraging user authentication means the document will be held in a queue until the user is at the device and releases the print job via password, programmed badge swipe or another secure method.
Real-World Risk: This can be a hazard for a shared office multifunction printer. If printed documents pile up in the output tray, users may accidentally (or intentionally) walk off with more pages than just the document they printed. If those pages contain sensitive information, you may have enabled a data breach.
2. Unpatched Printer Firmware
Cybercriminals love outdated firmware. Many cloud-enabled printers run their own operating systems, and if your fleet isn’t consistently updated, you may be leaving known vulnerabilities wide open.
What can happen: Attackers could take control of the device, access stored documents, or use the printer as a gateway into your network.
3. Exposed Cloud Print Management Platforms
Cloud print management tools offer powerful features, but they also create new access points. Platforms with unused protocols that haven’t been disabled or passwords that are still set at the manufacturer’s default and haven’t been updated, could give attackers a way into your print environment.
Common issue: Businesses often “set and forget” these systems without reviewing access controls.
4. Lack of Endpoint Visibility Across the Fleet
When printers are spread across multiple buildings or geographic locations, it becomes harder to monitor them without an output management solution for increased network security. Unsecured personal printers or shadow IT print devices can increase your attack surface.
Impact: IT teams may not even know an unsecure printer is connected until a breach occurs.
How to Better Secure a Cloud Printing Fleet
Most cloud printing risks can be significantly reduced with the right security controls and consistent management practices. These steps will help protect sensitive data, tighten access and strengthen your print environment against today’s cyberthreats:
- Encrypt Data in Transit and at Rest. Cloud print jobs move through multiple systems, so encryption is one of the most important safeguards you can put in place. End-to-end encryption protects documents as they travel from a user’s device to the cloud print service and back to the printer. Encryption at rest adds an extra layer of protection by securing data stored on print servers or within the device’s memory.
- Strengthen User Authentication. Unauthorized access is one of the most common print security problems. Require users to authenticate before releasing documents and consider tools like badge swipe, PIN codes or mobile authentication. This prevents confidential files from being printed or picked up by the wrong person and gives you better control over who can print what.
- Keep Firmware Updated Across the Fleet. Outdated firmware creates easy openings for attackers. Cloud-enabled printers run their own operating systems and need regular patching. Having and following an organizational plan to regularly update firmware reduces risk and prevents known vulnerabilities from being exploited. Many businesses turn to Managed Print Services to automate this process across all devices.
- Secure Cloud Print Management Platforms. Your cloud print software is a powerful tool, but it also needs to be monitored and locked down. Review admin permissions, enforce strong login policies and make sure your platform supports features like Zero Trust, audit trails and automatic policy enforcement. The more consistent your configuration, the harder it is for attackers to find a gap.
- Centralize Monitoring and Reporting. Visibility is essential when printers span multiple floors or buildings. Centralized monitoring gives your IT team a single source of truth for device health, status and security alerts. It helps you spot unusual activity quickly and apply consistent settings across your entire fleet.
- Standardize Security Policies for Every Device. Consistency is key to securing a cloud printing fleet. Establish uniform rules for authentication, encryption, access control and data retention. Then ensure those rules apply across every device, model and location. A standardized security baseline makes your print environment easier to manage and much harder to compromise.
Why Working with a Managed Print Services Provider Is a Game Changer
Even with strong internal policies, managing print security across a modern fleet takes time, tools and expertise many internal IT teams simply don’t have. Cloud printing introduces new layers of complexity, from authentication and firmware updates to monitoring devices across multiple offices. A Managed Print Services (MPS) provider helps close those gaps by delivering proven processes and ongoing oversight that strengthen your entire print environment.
Every MPS contract is a little different, depending on your provider’s offerings and the needs of your business. Here’s what you can expect to see:
- Expertise in Print Security Best Practices. Print security is a specialized field, and the threat landscape evolves quickly. An experienced MPS provider understands the latest vulnerabilities, industry standards and compliance requirements. They bring a level of focus and knowledge that goes far beyond what most internal teams can dedicate to print alone.
- Consistent Security Policies Across Every Device. Printer fleets tend to grow over time, and that often leads to inconsistent settings and outdated configurations. An MPS provider standardizes your security policies across every device in your fleet. This reduces risk, simplifies management and ensures nothing slips through the cracks.
- Firmware Updates. Keeping printers updated is one of the strongest defenses against cyberattacks, but it’s also one of the most overlooked. MPS providers typically offer a choice of firmware update options. Common selections are:
- Always Up to Date - This requires compatible devices and access to manufacturers updates.
- On Your Own - Provider will give you access to Centralized Management Tools to update your devices on your own schedule.
- Update As-We-Go - Any necessary updates will be performed when Service Technicians are onsite for other purposes.
- Support for Zero Trust and Modern Authentication Tools. Zero Trust frameworks are becoming standard across every part of the network, including printing. An MPS partner helps implement secure release printing, role‑based access controls and multi-factor authentication, creating a print environment built around least‑privilege access.
- Reduced Burden on IT Teams. When print-related tasks pile up, your IT team loses valuable time they could spend on strategic initiatives. MPS offloads troubleshooting, supply management, maintenance and security oversight so your internal team can stay focused on higher level priorities.
- A More Secure, Predictable and Cost‑Effective Print Environment. When your fleet is monitored, standardized and consistently maintained, security improves and costs become more predictable. You reduce risk, avoid unexpected downtime and gain more confidence that every print device is aligned with your organization’s cybersecurity strategy.
Secure Cloud Printing Starts with the Right Partner
Your printers shouldn’t be the weakest link in your cybersecurity strategy. With the right security tools and a trusted partner, cloud printing can be both convenient and secure.
If you’re looking to secure your cloud printing environment, Gordon Flesch Company can help. Our MPS team brings the tools, expertise and visibility needed to reduce risk and keep your business printing with confidence. Learn more by downloading your free copy of our Secure Office Technology Starts with a Secure Office Provider infographic.
