This article first appeared on the NW-OS.com blog:
In an era where data breaches dominate headlines, printing security often flies under the radar—yet it’s a critical vulnerability for businesses. As of April 2025, with hybrid workforces and smarter devices, unsecured printers can be an open door to sensitive information. Here’s why printing security matters and how to lock it down.
The Risks of Unsecured Printing
Printers aren’t just paper-pushers—they’re networked devices that store data. An unsecured printer can expose:
- Confidential Documents: Unclaimed print jobs sitting in trays are a goldmine for prying eyes.
- Digital Leaks: Hackers can intercept print jobs or access stored files on a printer’s hard drive.
- Network Breaches: A compromised printer can be a gateway to your entire system.
A 2024 study found over 60% of businesses experienced a print-related data loss—think customer records or financials slipping out via a forgotten printout or a hacked device.
Key Steps to Secure Printing
- User Authentication: Require PINs, badges, or biometrics to release print jobs. This “pull printing” ensures only authorized users grab their documents, cutting the risk of leaks.
- Encryption: Use end-to-end encryption for print data in transit. Modern printers support protocols like IPPS—make sure they’re enabled.
- Firmware Updates: Keep printer software patched. Manufacturers release fixes for vulnerabilities; an outdated device is a weak link.
- Access Control: Limit who can print or scan to sensitive folders. Role-based permissions stop unauthorized users cold.
- Hard Drive Wipe: Many printers store job data. Set them to overwrite or erase it after each task—or remove the drive entirely for high-security setups.
Policies and Training
Tech alone isn’t enough. Set clear rules: no printing sensitive docs on shared devices, no leaving jobs unattended. Train staff to spot phishing attempts targeting printer settings (yes, that’s a thing). A 10-minute briefing can save a million-dollar breach.
Advanced Tools
For bigger operations, consider:
- Print Management Software: Tools like PaperCut track usage and flag anomalies—like someone printing 500 pages at midnight.
- Secure Hardware: Look for printers with built-in security features, like HP, Toshiba, or Kyocera.
The Cost of Ignoring It
A single breach can cost thousands in fines, lost trust, or legal fees—far more than a secure printer upgrade. Small businesses, often less vigilant, are prime targets. Don’t assume your $200 office printer is safe; if it’s online, it’s at risk.
Final Word
Printing security isn’t glamorous, but it’s essential. Lock down devices, train your team, and treat printers like the data hubs they are. In 2025, a secure print setup isn’t optional—it’s a business lifeline. Call us today to help implement a robust security protocol for your sensitive information. We are glad to help! Northwest Office Solutions 503-707-3006