When most business leaders think about cybersecurity, they focus on firewalls, antivirus software and cloud security. But there’s one area that often flies under the radar: your print environment. Every day, sensitive information moves through printers, copiers and multifunction devices—yet these endpoints are rarely monitored as closely as servers or laptops.
Ignoring print security can lead to serious consequences, from data breaches and compliance violations to financial and reputational damage. The good news? Spotting the warning signs early can help you take control before problems arise.
In this article, we’ll highlight seven of the most common indicators that your print environment may be a security liability—and why addressing these vulnerabilities is critical to protecting your business.
Recognizing these red flags is the first step toward securing your print environment. Let’s take a closer look at each warning sign and why it matters for your business.
One of the most common—and most overlooked—print security risks is a lack of a secure print release function. In many offices, documents are sent to the printer and immediately printed, even if the person who sent the job isn’t there to pick it up. That means sensitive information can sit in the output tray for anyone to see, copy or even steal.
This is where Follow-Me Printing comes in. Instead of printing automatically, jobs are held in a secure queue until the user authenticates at the device—usually with a badge swipe, PIN or mobile app. This simple step ensures that all printed documents, including confidential ones only end up in the right hands.
Beyond security, Follow-Me Printing also reduces waste by preventing abandoned print jobs. It also gives employees flexibility to release their documents at any networked printer they have access to through their administrator. It’s a win-win for security and efficiency.
If your organization doesn’t have secure print release in place, it’s a clear warning sign that your print environment could be a liability.
Printers aren’t just office equipment—they’re networked endpoints. When firmware updates are ignored, these devices become easy entry points for cybercriminals. Outdated models often run on default passwords and unsecured protocols, making them vulnerable to attacks that can compromise sensitive data or even your entire network.
If your print environment includes devices that haven’t been patched or replaced in years, it’s a clear sign of risk. Regular updates and proactive maintenance are essential to keep your print infrastructure secure and compliant.
If anyone can walk up and use your printers or copiers without authentication, your business is exposed. Unrestricted access means sensitive documents can be copied, scanned or printed by unauthorized individuals—and you may never know it happened.
As noted earlier, implementing Follow Me security software such as PaperCut or uniFLOW helps to ensure that only approved employees can use these devices. Without these controls, your print environment becomes an open door for data leaks and compliance violations.
If you can’t track who printed what and when, you’re leaving a blind spot in your security strategy. Without monitoring or audit trails, it’s impossible to identify misuse, investigate incidents or prove compliance with regulations like HIPAA.
Print management software can provide detailed logs and reporting, helping you maintain accountability and meet compliance requirements. If your organization lacks this visibility, your print environment is a potential liability.
Many multifunction printers store copies of scanned, printed, or faxed documents on internal hard drives. If those drives aren’t encrypted—or if devices are retired without proper data wiping—confidential information can easily fall into the wrong hands.
Secure disposal and encryption are critical steps to protect sensitive data. If your organization doesn’t have a process for handling device storage, your print environment is a serious security risk.
Printers are often connected to your network, but without proper safeguards, they can become an easy entry point for attackers. Common issues include open ports, default passwords, and unsecured protocols—all of which make it simple for hackers to intercept data or access other systems.
Segmenting printers on the network, enforcing strong passwords, and using encrypted connections are essential steps. If these measures aren’t in place, your print environment is a significant security risk.
Even the best security tools can’t prevent human error. If employees don’t understand secure printing practices—like releasing jobs only when present or avoiding sensitive prints on shared devices—your organization is at risk. Training and clear policies are essential to close this gap. Without them, your print environment remains vulnerable.
Print security isn’t optional—it’s a critical part of your overall cybersecurity strategy. From outdated devices to unsecured access, these warning signs can lead to data breaches, compliance violations and costly downtime. Addressing these risks now will protect your business and give you peace of mind.
Want to learn more about office printer cybersecurity? Check out our Cybersecurity for Your Printer infographic for practical tips and insights to keep your devices—and your data—safe.
