It’s no secret that printer security often gets overlooked, enabling malicious actors and criminals to take advantage of this vulnerability. Unsecured devices can be exploited by cybercriminals to steal sensitive information or access entire networks. Even in the office, sensitive documents can be viewed by the wrong personnel, potentially causing trouble among employees and business leaders. Investing in security for servers, endpoints, and networks is not enough to keep your business risk-free. Printers are a common oversight so it’s important to address these security risks head-on and take steps to mitigate them. By understanding your specific risks and how to prevent them, you can close the gaps that leave your business vulnerable and strengthen your security posture for the future.
In this blog, we will explore eight common printer security risks, their impact to businesses, and practical solutions to keep your printers and data safe. We will also discuss how Managed Print Services (MPS) can provide comprehensive security for your print environment and maintain ongoing protection against possible threats.
Risk #1: Unauthorized Access
Unauthorized access to printers allows cybercriminals to view or tamper with sensitive documents. It is possible that they manipulate printer settings, access confidential data, or attempt to exploit the entire network through printer access. Not only does this leave your business vulnerable, but unauthorized access could disrupt business operations and destroy customer trust.
Solutions:
- Implement strong access controls: Use strong passwords or PINs to restrict access to the printer’s configuration settings.
- Enable user authentication: Require users to enter their credentials before printing, using features like LDAP or Active Directory integration.
Risk #2: Physical Security
Printed documents left unattended on the output tray become an easy target for theft or exposure to the wrong eyes. Depending on the information your business is printing, the loss of printed documents could lead to severe legal and compliance violations.
Solutions:
- Implement pull printing: Print jobs are held on the server until the user releases them at the printer with authentication.
- Enable encryption: Use encryption protocols to protect data while it’s transferred to the printer and stored on its hard drive.
Risk #3: Firmware and Software Vulnerabilities
Outdated printer firmware and software are an open door for cybercriminals. These vulnerabilities enable attackers to access networks, disrupt operations, and potentially install malicious software for maximum gain. If your business has outdated software, you are at risk for significant downtime, financial loss, and reputation damage.
Solutions:
- Regularly updates: Ensure frequent updates to printer firmware and software. Manufacturers release updates that often include security patches.
- Automatic updates: Enable automatic updates where available to ensure vulnerabilities are patched quickly.
Risk #4: Network Security
Printers connected to the network can be exploited as entry points for cybercriminals. Once attackers gain access to the printer, they can attack other devices on the network, steal data, or install ransomware. Without proper network security, all business operations become vulnerable.
Solutions:
- Segregate printer network: Isolate printers in a separate network segment to minimize potential breaches.
- Network security tools: Implement network security measures like firewalls and intrusion detection systems to monitor printer traffic and block unauthorized users.
Risk #5: Hard Drive Security
Many modern printers have hard drives that store copies of printed documents. When cybercriminals or unauthorized users access these drives, they can also gain access to sensitive information. This leaves businesses vulnerable to data breaches or sabotage from malicious competitors.
Solutions:
- Encrypt hard drives: Use printers that offer built-in encryption for hard drives.
- Data wiping: Regularly wipe or securely erase hard drive data, especially if disposing of the printer.
Risk #6: Secure Disposal
When you dispose of old printers improperly, residual data can be left stored on hard drives and leave sensitive information exposed to other users. This oversight can lead to compliance violations, financial penalties, and reputational harm.
Solution:
- Follow secure disposal practices: Physically destroy or securely wipe hard drives before disposing of printers to ensure no residual data can be accessed.
Risk #7: Monitoring and Auditing
Failing to monitor and audit printer activity can leave security gaps unnoticed. Without proper visibility, your business is vulnerable to internal and external threats such as unauthorized access and data theft.
Solutions:
- Implement auditing tools: Use printer auditing software to track usage and detect anomalies.
- Log reviews: Regularly review logs and reports to identify suspicious activity and ensure compliance.
Risk #8: Employee Training
Employees are a common target for cybercriminals and often underestimate printer security risks. Leaving sensitive documents on the printer or failing to follow security protocols are common mistakes that result in data breaches and compliance issues.
Solution:
- Employee education: Educate employees about printer security risks and the importance of following security policies.
Printer security should be an essential part of your overall network security plan. By implementing these measures, you can reduce the risks associated with printers and enforce the security of your organization’s sensitive information. Not sure how to get started? Let’s discuss the benefits of employing Managed Print Services to protect your print environment while enhancing your productivity and peace of mind.
Managed Print for Ongoing Security
For ongoing management of your print environment, a Managed Print Services (MPS) provider can monitor, secure, and optimize your print devices to protect them from vulnerabilities. As your print partner, you’ll have access to a comprehensive suite of tools and expertise tailored to protect your business. Here’s three core reasons why Managed Print matters for businesses:
Proactive Monitoring
Instead of addressing data breaches when they occur, MPS providers continuously monitor your printer fleet for a proactive approach to identifying vulnerabilities.
Centralized Management
An MPS provider oversees all of your devices and ensures consistent security protocols are followed across your organization.
Cost Efficiency
Constant printer maintenance and usage can be costly, especially with outdated devices. Managed print helps you find the best printer for your budget and use, minimizing downtime and improving cost efficiency.
The Managed Print Process
When employing a managed print provider to oversee your print environment, their process follows four key steps:
1. Assessment:
An MPS provider starts the process by assessing your current print infrastructure to identify vulnerability gaps and process inefficiencies. From this evaluation, the MPS provider can understand your specific business needs.
2. Implementation:
Implementing security measures such as encryption, access controls, and firmware updates are a businesses next step toward a secure print environment. MPS providers will deploy measures tailored to your needs and vulnerabilities.
3. Monitoring:
A benefit of partnering with an MPS provider is their continuous oversight of your print devices. This ensures that security policies are maintained with regular updates, audits, and threat detection.
4. Support:
MPS providers offer on-demand assistance and technology support that ensures your devices remain secure and functioning optimally throughout their lifecycle.
If your print environment is contributing to your risk of a data breach, then deploying managed print services is the optimal strategy to ensure protection. An MPS provider will oversee your entire print landscape and address potential threats before they cause damage to business operations. Plus, they have your best interests in mind by offering print devices that are energy efficient and within your budget. If you want to enjoy strong security, enhanced productivity, and peace of mind, then it’s time to partner with a managed print provider.
Final Thoughts
Printer security is a necessary part of a businesses cybersecurity strategy that is often overlooked. With these eight common print security risks in mind, it’s important to address gaps in your print environment quickly and effectively with the solutions provided. Partnering with a Managed Print Service provider is the most comprehensive approach to protecting business data and customer trust, while allowing you to focus on more important tasks. If there’s one thought you should take away from this, it’s that your print security matters more than you think and choosing to implement proactive strategies today can protect your business from lurking threats.
About hubTGI
hubTGI is a Canadian-owned Managed Services provider that offers Print Services, Workflow Solutions, Managed IT, Cybersecurity Solutions, Cloud Services and VoIP to help their customers control costs, secure their data and make their people more productive.
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