Office printers are often overlooked when organizations evaluate cybersecurity risks. While businesses typically focus on securing laptops, servers and mobile devices, network printers can present many of the same vulnerabilities if left unprotected.
Modern multifunction printers (MFPs) store data, connect to your network, run operating systems and often integrate with cloud applications. In other words, they're much more than simple output devices. If a printer is compromised, cybercriminals may use it as an entry point into your network or gain access to sensitive information processed through the device.
External threats aren't the only concern. There can be internal threats lurking within your organization too.
For instance, employees could knowingly or unknowingly pick up more pages than just their own print job. It’s common in many organizations for print jobs to stack up on a shared printer and some of that printed information might be confidential.
The good news?
Printer security doesn't have to be complicated. By following these seven network printer security best practices, organizations can significantly reduce risk and better protect sensitive information.
QUICK SUMMARY
While every organization's print environment is different, the fundamentals of printer security remain the same. By focusing on these best practices, you can strengthen your security posture and reduce the likelihood of a printer-related data breach.
You can't secure your printers without first securing the network they communicate on.
Many organizations have more print devices connected to their network than they realize. Every connected printer represents a potential endpoint that should be managed just like any other networked device.
To strengthen network security, consider:
A security-focused print environment helps prevent unauthorized users from intercepting print traffic or using printers as a pathway into your broader IT environment.
Even the most secure network can be vulnerable if the devices connected to it aren't properly configured.
Many printers ship with default settings that prioritize convenience rather than security. Cybercriminals often target these overlooked configurations because they're easy to exploit.
Start by reviewing security settings on every device in your fleet. Best practices include:
Physical security matters too. Whenever possible, place devices in monitored areas and establish procedures for securing locations after business hours.
Outdated firmware is one of the most common security vulnerabilities found in printer environments. Just like computers and servers, printers receive regular updates from manufacturers to address newly discovered security threats, improve functionality and close potential security gaps. Failing to apply these updates can leave devices exposed to known vulnerabilities that cybercriminals may be able to exploit.
To reduce risk, organizations should establish a process for regularly reviewing and deploying firmware and driver updates across their printer fleet. Whenever possible, updates should be tested before full deployment to ensure compatibility with existing systems.
By treating printer firmware with the same level of importance as operating system and software updates, businesses can strengthen their security posture and help protect their print environment from emerging threats.
Many organizations are unaware that multifunction printers often store information on internal hard drives or memory systems. Documents that are printed, copied, scanned or faxed may leave data behind, creating a potential security risk if proper safeguards are not in place. If unauthorized users gain access to that stored information, sensitive business data could be exposed.
To help protect information throughout the device lifecycle, organizations should enable hard drive encryption whenever available and take advantage of image overwrite features that automatically remove residual data after a job is completed.
It's equally important to have a secure process in place when retiring or replacing equipment. Before a device is repurposed, sold or disposed of, all stored data should be permanently erased using a Department of Defense-level erase or a comparable data sanitization method. These measures help ensure confidential information remains protected long after a document leaves the printer.
One of the simplest ways to improve printer security is controlling who can access devices and documents.
In many offices, employees send jobs to a shared printer where documents sit in output trays waiting to be collected. This creates opportunities for confidential information to be viewed by unauthorized individuals.
Secure print release solutions help eliminate this risk by holding jobs until the authorized user arrives at the device and authenticates their identity.
Common authentication methods include:
Beyond protecting documents, authentication provides visibility into who printed what and when. This audit trail can be valuable for compliance efforts, security investigations and overall print management.
Technology alone won't protect your organization if employees don't understand security expectations.
A formal print security policy helps establish consistent procedures across all locations, departments and devices. It also ensures printer security becomes part of your overall cybersecurity program rather than an afterthought.
Your policy should address:
Include key stakeholders from IT, operations, compliance, human resources and leadership when developing the policy to ensure organization-wide adoption.
To help protect information throughout the device lifecycle, organizations should enable hard drive encryption whenever available and take advantage of image overwrite features that automatically remove residual data after a job is completed.
For businesses with limited IT resources, a Managed Print Services (MPS) provider can help monitor print infrastructure, identify potential vulnerabilities and maintain security best practices across the fleet.
Printer security is just one piece of a larger print management strategy. A Managed Print Services (MPS) provider can help organizations assess current risks, implement security controls and establish ongoing monitoring processes.
In addition to enhancing security, an MPS partner can:
Most importantly, partnering with the right provider helps ensure printer security remains an ongoing priority rather than a reactive effort after an incident occurs.
Don't wait for a security incident to expose a vulnerability. Take a proactive approach and start building a more secure print environment today.
Download our free Quick Guide to Print Security to learn additional strategies for protecting your printer fleet and reducing cybersecurity risk.
