Printers sit at the intersection of IT, cybersecurity and business operations, which makes security ownership easy to blur. The challenge isn't a lack of concern about printer security. It's a lack of clearly defined ownership.
In this article, we'll explain how to ensure that every printer security task has a clearly assigned owner.
Many organizations assume printer security is either the IT team's responsibility or the print provider's responsibility. In reality, it's both. Printers are network-connected devices that store data, process sensitive documents and interact with multiple business systems. As a result, securing them requires coordination between IT, security leaders and the Managed Print provider.
Problems often arise when ownership is unclear. Tasks such as firmware updates, security monitoring, access controls and incident response can easily fall through the cracks if everyone assumes someone else is handling them.
The most secure organizations take a shared responsibility approach, clearly defining who owns each security task and documenting those responsibilities. When accountability is established, security gaps become easier to identify and printer-related risks become much easier to manage.
Firmware updates are one of the most important printer security responsibilities, but they're also one of the most commonly overlooked.
Some organizations who work with a Managed Print provider choose to have firmware updates done automatically, while others review updates individually and install them by themselves. Having a Managed Print technician install any necessary firmware updates when they are onsite during a service visit is also an option.
Not all Managed Print providers take the same approach to printer security. Asking the right questions can help you understand where your provider's responsibilities begin and end, identify potential gaps and ensure expectations are clearly documented.
Consider asking:
The goal isn't to transfer every printer security responsibility to your provider. It's to ensure every task has a clearly identified owner. If your provider can't clearly explain who is responsible for each aspect of printer security, it's worth taking a closer look at your agreement before a security gap becomes a security incident.
Printer security is more than a one-time configuration. It requires ongoing attention, clear processes and a partner that understands how print devices fit into your broader security strategy. That's why organizations rely on Gordon Flesch Company (GFC) to help secure, monitor and manage their print environments.
Our approach starts with secure device setup. During deployment, we implement security best practices such as changing manufacturer default administrator passwords, disabling unnecessary protocols & services and removing weak cipher levels that could create vulnerabilities. We can also recommend additional security measures based on your organization's needs, including:
Firmware management is another critical component of printer security. GFC offers multiple firmware management options so organizations can choose the approach that aligns with their security strategy:
Security remains a priority long after implementation. Our dedicated GFC Security Council meets quarterly to review emerging threats, vulnerabilities and other developments that could impact the devices and solutions we manage.
We also conduct scheduled business reviews with our clients, which include discussions about security measures, evolving risks and whether current protections remain aligned with the organization's attitude toward security.
Most importantly, we help clients establish clear ownership of printer security responsibilities so critical tasks don't fall through the cracks. By combining security expertise, proactive management and ongoing consultation, GFC helps organizations build a stronger, more resilient print environment.
Printer security works best when responsibilities are clearly defined, documented and regularly reviewed. By understanding which tasks belong to your IT team and which should be handled by your Managed Print provider, you can close security gaps before they become vulnerabilities.
Not sure if anything is falling through the cracks? Schedule a print security assessment with Gordon Flesch Company. We'll help you evaluate your current environment and build a stronger, more secure print strategy.
