Let’s talk about printer security. Yes, it’s a big deal! When we think about cybersecurity, our minds usually jump to firewalls, antivirus software, or encrypted emails—but what about the humble office printer? In today’s hyper-connected business world, printers are no longer just paper-pushers. Multifunction printers are smart, networked devices that can store, process and even transmit sensitive data. That’s why securing them is more important than ever.
In this article, we’ll walk you through why printer security matters, the risks you might not even know you’re facing and the best practices to keep your print environment locked down tight. Whether you’re a small business or a large enterprise, these tips will help you stay one step ahead of potential threats aimed at your printer fleet.
MANAGED PRINT CASE STUDY: Defusing a Bomb Threat
In today's digital era, understanding printer security is essential because it plays a crucial role in safeguarding sensitive information and ensuring adherence to regulatory standards. Despite its importance, printer security is often overlooked in office cybersecurity strategies, leaving organizations vulnerable to potential threats.
Printers, especially multifunction devices, are integral to modern office environments, connecting to networks, cloud services and mobile devices. This connectivity, while enhancing productivity, also introduces security risks. Without proper security measures, printers are at risk of becoming entry points for cybercriminals seeking to access confidential data or disrupt operations.
Some of the most common risks to a printer fleet, include things like unauthorized access to stored data, hackers intercepting print jobs, or outdated firmware that hasn’t been patched. And if you’re using multifunction printers that scan, copy and email, those can be even more attractive targets for cybercriminals.
But it’s not just outside threats you need to worry about. Internal risks are real too. For example, an employee might accidentally—or intentionally—access sensitive documents they shouldn’t see. Many printers also store documents temporarily, which means confidential information could be sitting there unprotected if the right safeguards aren’t in place.
That’s why it’s so important to treat your printers like any other endpoint in your network. Keeping them secure helps protect your business’s data and keeps you in line with privacy and compliance standards.
Before you can improve your print security, it helps to know where you stand. That’s where a business technology needs assessment comes in—it gives you a clear picture of your current print setup, helps you spot any weak points and lays out a plan to align your print environment with your business goals.
That said, no matter what kind of business you run, there are a few tried-and-true steps that can help keep your printers secure. Here are five best practices our customers have found especially helpful:
Industries like healthcare, education, finance, and government have to follow some pretty strict rules when it comes to keeping data safe and private. Laws like HIPAA (for healthcare), FERPA (for education) and SOX (for finance) are in place to make sure sensitive information stays protected. That means IT teams need to make sure data is secure, accurate and only accessible to the right people. It’s not just about avoiding fines—it’s about building trust and doing right by the people whose data you handle.
When you make printer security a priority, you’re doing more than just locking down devices—you’re protecting your business. It helps prevent unauthorized access and data breaches and it keeps sensitive information safe. That kind of protection builds trust with your customers and partners, and it helps you stay on the right side of compliance rules in today’s connected world.
Modern print management solutions like uniFLOW and PaperCut are essential for securing your print environment. These solutions offer robust functionalities, including user authentication, secure print release and detailed tracking of print jobs.
Developed by Canon, uniFLOW, integrates seamlessly with Canon devices and supports other brands, offering secure printing, cost tracking and enhanced productivity features.
PaperCut, on the other hand, is an independent print management software that supports a wide range of printer brands. It provides comprehensive reporting, secure print release and environmental impact tracking.
Both solutions ensure that printed or scanned documents remain secure, help reduce waste by optimizing your print fleet and provide insights that can help you manage and control your print environment effectively.
By leveraging these tools, businesses can enhance their security posture, ensure regulatory compliance, and improve overall efficiency in their print management processes.
Don’t let the wrong technology hold your organization back. Contact Gordon Flesch Company to schedule a business technology needs assessment to see if there are any gaps that need to be addressed or opportunities for added efficiency within your print fleet.
