In the modern workplace, the risk of data breaches isn’t limited to digital devices. Your printers and multifunction devices (MFDs) can also be a significant security vulnerability. While they may seem harmless, they often handle sensitive documents and store critical data, making them a target for cyberattacks and insider threats. Understanding the risks and implementing robust solutions is essential to safeguarding your business.

Here are the top five print security risks and actionable steps to mitigate them:

Unsecured Print Jobs

When print jobs sit unattended in the output tray, sensitive information is at risk of being seen or taken by unauthorised individuals. Whether it’s a financial report or customer data, unsecured print jobs are a common yet preventable security flaw.

How to Avoid It:

• Implement pull printing or secure print release systems, where documents are only printed when the user authenticates at the printer. Set automatic timeouts to delete uncollected jobs from the print queue.

Outdated Printer Firmware

Like any other IoT device, printers run on software that needs regular updates to fix vulnerabilities. Outdated firmware can be an entry point for hackers looking to exploit security gaps.

How to Avoid It:

• Use a print management solution to monitor and automate updates across all devices.

Weak Network Security

Printers connected to your network are part of your IT infrastructure. If improperly secured, they can become gateways for cybercriminals to access other parts of your network.

How to Avoid It:

• Use firewalls and VPNs to secure printer communication. Encrypt data sent to and from printers.
• Get in contact with our partner business 4th Platform as our IT management services can upgrade your infrastructure to ensure full security.

4th Platform, Contact Us

Inadequate Access Controls

If everyone in your office can access every printer function, it increases the risk of misuse or accidental exposure of sensitive information.

How to Avoid It:

• Assign role-based access controls to ensure employees only access the functions they need. Use authentication methods like PIN codes, keycards, or biometric scans for printer use.

Lack of Device Monitoring

Without monitoring and auditing, it’s difficult to track who printed what and when. This lack of visibility increases the risk of insider threats and makes it harder to detect unauthorised activities.

How to Avoid It:

• Deploy a comprehensive print management system with Principal that tracks and logs all print activity. Regularly review logs for suspicious behaviour and address vulnerabilities proactively.

Take Control of Your Print Security Today

Printers are more than just office tools—they are part of your data ecosystem and need robust security measures. By addressing these risks, you can significantly reduce the chance of data breaches, maintain compliance, and protect your business reputation.

Ready to secure your print environment? Explore Principal's cutting-edge print management solutions designed to keep your business safe and efficient.