Modern print solutions are so much more than just ink on paper, they offer a fully connected user experience and should be treated as such. Claudio Roselli, Head of Product Management and Software Development at Sharp Europe, looks at why print security matters and why it is as important as any other part of the IT infrastructure.
Printers are often overlooked in a business by those that use them daily as posing no cyber threat, yet they can be a prime opportunity for cybercriminals. While organisations implement robust security measures for computers, servers, and networks, the humble office printer frequently remains an afterthought in cybersecurity planning.
A recent pan-European survey of 11,000 office employees, conducted by Sharp Europe, found that only 15% of employees who have had training on cyber threats have been specifically trained on printer security. This oversight creates a dangerous vulnerability that savvy attackers are increasingly exploiting.
Our findings highlight the critical need for businesses to secure all office devices, including printers, and ensure that employees are adequately trained to recognise the risks and prevent attacks. Securing printers must be an essential part of a comprehensive IT security strategy, and there are simple ways to go about ensuring they are implemented.
Business impact of print security breaches
The modern printer or MFP in any office is no longer a standalone device; it’s a sophisticated network solution with its own operating system, storage capabilities, and multiple connectivity options.
As a result, they are always on and connected to the network, often storing digital copies of sensitive documents, yet IT departments rarely monitor printer traffic. This makes them a great target for those looking to find weak spots within an organisation’s cyber-security framework.
If a business is forced to address a security breach, it typically requires taking affected systems offline, disrupting normal business operations. For organisations heavily dependent on document workflows, such printer-related incidents can bring critical business processes to a standstill.
The consequences of print-related security incidents extend far beyond the inconvenience of printer downtime. Organisations that handle a range of sensitive information are subject to regulatory requirements, most typically in the form of GDPR. Therefore, a printer-related data breach can trigger significant compliance violations and mandatory breach notifications.
This can lead to a financial impact in the form of fines, and it can also result in reputational damage as news of a security incident can significantly impact customer trust and brand reputation. Particularly if sensitive customer data is compromised. This damage often persists long after the immediate technical issues are resolved.
Implementing print security best practices
Protecting the print environment within any organisation requires a comprehensive approach to security. Start by developing and enforcing clear guidelines for printer use, including authorised users, acceptable document types, and proper handling of sensitive materials. Integrate printer security into your overall information security policy and consider implementing network monitoring solutions that can detect unusual printer activity.
It is critical to educate employees about print security risks and best practices. Many breaches occur not because of technical failures but due to user behaviour, such as printing sensitive documents and forgetting to collect them.
Implement user authentication across the business for printer access, requiring employees to enter codes, swipe badges, or use mobile authentication before retrieving documents. Replace default administrator passwords with strong, unique credentials.
Equally, deploy secure print release solutions that hold documents in the customer network until the authorised user authenticates at the device. This approach eliminates abandoned documents in output trays and ensures prints are collected only by authorised personnel.
Enable encryption for data in transit to printers and for information stored on printer hard drives. Establish a schedule for checking and applying printer firmware updates and treat printer firmware maintenance with the same priority as computer operating system updates. Such steps will go a long way to ensuring that print security within a business is of a high priority.
Print security as part of Managed Print Solutions
Understanding print security issues within any business is the first step to security but not all organisations have the resources or internal IT expertise to handle implementation alone. Therefore, to overcome potential risks, it pays to invest in Managed Print Solutions (MPS) with a trusted third-party.
MPS involves outsourcing the management of an organisation's printing device to a third-party, including device maintenance, software updates, and managing the security of devices. Partnering with a managed service provider that combines deep, broad technical expertise with dedicated resources can not only help you define the right strategy but also execute the next steps successfully.
Sharp Europe IT Consultancy can offer advice on key business decisions when needed. By implementing a balanced approach of technical controls, clear policies, and ongoing education, businesses can effectively mitigate the risks associated with common workplace habits.
Secure your print solutions
Printers represent both a valuable business asset and a potential security risk that requires the same level of protection as any other network endpoint. By conducting an immediate assessment of print environments, identifying vulnerabilities, and implementing appropriate security measures, organisations will be able to close a commonly exploited security gap.
A comprehensive cybersecurity strategy is only as strong as its weakest link, however. Don't let your printer be that weak link. Contact us to find out how Sharp Europe can help secure your print solutions, as well as help with cost-effective print management.
