Many organizations invest heavily in network security while overlooking one critical endpoint: the printer. Today's multifunction printers (MFPs) store data, connect to networks and often handle sensitive documents, making them attractive targets for cybercriminals.
The challenge is that printer security risks are not always obvious. An outdated device, misconfigured setting, or unsupported machine can create vulnerabilities that leave your organization exposed.
In this article, we'll explore the five most common signs of an unsecured printer and explain what steps IT teams can take to reduce risk across their printer fleet.
Key topics:
INFOGRAPHIC: Cybersecurity for Your Printer
Just like computers and servers, printers rely on firmware to operate securely. Manufacturers regularly release firmware updates to address newly discovered vulnerabilities, improve security features and protect devices from emerging threats. When those updates are delayed or ignored, printers can remain exposed to known security risks that cybercriminals know how to exploit.
One of the challenges for IT teams is that printers are often overlooked in routine patch management processes. As a result, a device may continue operating for years without receiving critical security updates. If you don't know when a printer was last updated or whether it's running the latest firmware version, it could be a warning sign that the device is creating unnecessary risk for your organization. Keeping firmware current is one of the simplest and most effective ways to strengthen printer security.
If anyone can access a printer's settings or stored information without proper authorization, it may be a significant security risk. Many organizations overlook printer access controls, leaving devices protected by default passwords, weak credentials or no authentication requirements at all. This can allow unauthorized users to change settings, view stored data or disable security features designed to protect the device.
Modern multifunction printers often process sensitive documents, making it important to control who can access both administrative functions and print-related information. Features such as user authentication, role-based permissions and secure print release can help limit access to authorized users only. If your printers aren't using these safeguards, they could provide an easy entry point for both internal and external security threats.
Many organizations don't realize that multifunction printers can temporarily or permanently store data, including print jobs, scanned documents and user information. Without the proper security controls in place, that data could be accessible to unauthorized users, creating unnecessary risk for the organization.
The concern extends beyond the device itself. Sensitive documents left unattended in output trays can be viewed or taken by anyone who passes by the printer. This is especially problematic for documents containing financial records, employee information, healthcare data or other confidential business information.
Features such as secure print release, user authentication and data encryption help protect information both while it's stored on the device and while it's waiting to be retrieved. If your printers handle sensitive documents but lack these safeguards, they may be exposing your organization to preventable security risks.
Modern printers are network-connected devices, which means they should be monitored and managed just like other endpoints on your network. However, many organizations have limited visibility into printer activity, making it difficult to identify security issues before they become larger problems.
Without monitoring tools or centralized fleet management, IT teams may not know when a device's settings have been changed, a firmware update has been missed or unusual activity is occurring. This lack of visibility can allow vulnerabilities to go unnoticed for months or even years. Monitoring printer activity, reviewing security alerts and maintaining an accurate inventory of connected devices can help IT teams spot potential risks early. If your organization can't easily see the health, status and security posture of its printer fleet, that alone may be a sign that hidden security risks exist.
Even if an older printer appears to be functioning properly, it could pose a security risk if it has reached end-of-life status. Once a manufacturer stops supporting a device, it typically no longer receives firmware updates, security patches or protection against newly discovered vulnerabilities. As cyber threats continue to evolve, unsupported devices become increasingly difficult to secure.
Older printers may also lack modern security features such as data encryption, user authentication and advanced monitoring capabilities. This can create a weak link in an otherwise secure environment. If your organization has devices that are no longer covered by manufacturer support, it may be time to evaluate whether the cost of keeping them outweighs the potential security risks. Replacing aging equipment can be an important step toward strengthening the overall security of your printer fleet.
Printer security risks are often easy to miss, but they can create serious vulnerabilities across your organization. By watching for signs such as outdated firmware, weak access controls, unsecured data storage, lack of monitoring and unsupported devices, IT teams can proactively reduce risk and better protect sensitive information.
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