Why printers, multifunction devices and output hardware are often the weakest link

In many businesses the focus of cybersecurity is on endpoints, servers, and firewalls, but one often-overlooked area is networked printers and multifunction devices (MFDs). These devices handle sensitive data, run firmware, are connected to networks and are rarely given the same protections as PCs.

• Modern MFDs contain hard drives, process jobs, store memory and may support scanning, emailing and networking.
• Print jobs often include confidential information (client documents, financial reports, legal papers). If printed and left unattended, or stored unreleased in device memory, they become a direct data-breach risk.
• Printers are often managed as part of facilities or office services rather than part of IT/security. They may lack patch management, network segmentation or monitoring.
• Weak configuration, open ports, default passwords and poor physical security still exist on many devices.

Real-world consequences

When a print device is unsecured:

• Sensitive documents printed but never collected may be seen by others.
• A compromised printer can be used as a foothold into the wider network.
• Devices reaching end-of-life without secure wiping of memory and hard drives expose archived data and create compliance risks (e.g., under GDPR).

How IT and print must join forces

Because print infrastructure sits at the intersection of hardware, network, data and workflows, the print estate cannot be treated in isolation from IT or security. The steps to bring print security into alignment include:

1. Treat printers as part of the IT asset estate: They should be assessed, monitored and governed like other endpoints.
2. Implement authentication and secure print release: Ensure users must authenticate (PIN, badge, SSO) before jobs are released, reducing the risk of uncollected printouts.
3. Encrypt data in transit and at rest: Configure devices to use encrypted protocols, disable unnecessary services and ensure stored data is protected.
4. Monitor and audit print activity: Use logging, alerting and auditing to detect unusual behaviour, large volumes, unexpected users or times.
5. Secure device lifecycle and disposal: Ensure firmware is updated, device memory securely wiped and disposal handled through verified processes.
6. Ensure governance and ownership: Facilities/operations teams need to work closely with IT/security to ensure standards, patching, segmentation and policies apply to print devices.

A step ahead: protecting your print attack surface

Unmanaged print devices are no longer “just a printer”. They represent a potential entry point, a repository of sensitive data and a workflow bottleneck. By treating them as part of your security infrastructure you close a gap that many attackers watch for.

Call to Action – Secure your print environment now

Don’t wait until a print device becomes the weakest link in your security chain. We can help you:

• Perform a print-security audit of your current print estate, workflows and device configurations.
• Develop a risk-based action plan to secure your MFDs and printers.
• Implement advanced print-security controls (authentication, encryption, segmentation, monitoring).
• Align print and IT governance so your entire output environment is covered.

Ready to secure your print estate? Contact us today on 0333 240 8130 or fill in out contact form to schedule your free print-security assessment and begin protecting your organisation’s document and data exposure.