Printers and photocopiers are easy to overlook when you review your cyber security. They sit in the office doing familiar jobs, but many are also network-connected devices that receive, process and sometimes store business information.
That doesn’t mean your printer is automatically a serious threat. It does mean it should be included in your security checks, alongside computers, phones and servers. Most basic improvements are practical and can often be made quickly.
Why Printers Need Attention
A modern multifunction printer can print, scan, copy, email and connect to shared folders or cloud services. Some devices also have internal storage to handle print and scan jobs. Their settings and software need attention just like those on other networked equipment.
But office photocopiers can be missed. A business may keep laptops patched while leaving printer firmware unchanged, retaining factory-set passwords or allowing anyone nearby to collect confidential printouts.
The National Cyber Security Centre’s guidance on enterprise connected devices explains why connected office equipment deserves proper security management. A poorly secured device can expose information or provide a route into other parts of a network.
Common Print Security Risks
The risks depend on the printer model, its configuration and the way your team uses it. These are the main areas to check.
Data Stored on the Device
Some printers and photocopiers use internal storage to process print, scan and copy jobs. Depending on the device and its settings, job data may remain for a period after the task is complete.
This matters when the device handles personal, financial or commercially sensitive information. It also matters when you return a leased machine or dispose of an old one. Don’t assume that removing a device from the network has erased its stored data.
Under UK GDPR, personal data held on a device must be deleted securely when it’s no longer needed. The Information Commissioner’s Office (ICO) guidance on disposal and deletion explains what businesses should check, including data-erasure arrangements, before equipment is retired.
Documents Left at the Printer
A document can be exposed simply because nobody collects it. This is more likely when several teams share a device or when staff print from another floor.
Print release, sometimes called pull printing, holds a job until the user authenticates at the printer. It can reduce abandoned printouts and help keep confidential documents in the right hands.
Default Passwords and Out-of-Date Firmware
Printers have administrative settings that control how they connect and who can use them. If a device still uses a default or weak administrator password, someone may be able to change those settings without permission.
Like other connected devices, printers also need software updates. Older firmware may contain known weaknesses. If a model is no longer supported, it may not receive fixes for new issues.
Network Access and Print Servers
A printer needs some network access to do its job, but it may not need access to every system. Unnecessary connections and services can increase the number of ways a device might be misused.
Print servers need attention too. They manage jobs between computers and printers, so they should be included in your wider IT security checks. Ransomware can affect connected systems, including printers and print infrastructure, if it reaches the network.
Mobile and Cloud Printing
Printing from phones, laptops or cloud services can make work more flexible. It also adds settings and connections to manage. Check which services are enabled, who can use them and whether sensitive jobs are protected in transit.
A Practical Print Security Checklist
A few straightforward checks can improve print security without turning your printer into a complicated IT project.
Change default passwords. Set a unique administrator password when the device is installed. Limit access to settings to the people who need it.
Keep firmware current. Check for updates from the manufacturer and apply them in line with your IT procedures. If the device is unsupported, ask what that means for your security and replacement plans.
Limit network access. Ask your IT provider to allow only the connections the printer needs. Restrict administrative access to authorised users or systems, and disable services you don’t use.
Protect stored data. Check whether the device has internal storage and what happens to job data after use. Enable encryption or secure deletion where the model supports it.
Secure confidential printing. Consider pull printing or another secure-release option for sensitive documents. Make sure staff know how to collect their jobs and what to do with uncollected output.
Plan for returns and disposal. Before you return, sell or recycle a printer, confirm how its storage will be securely wiped or removed. Follow the manufacturer’s process, as storage components can be part of the device’s normal operation.
Include printers in your policies and reviews. Record your printers and photocopiers, who manages them, and how they connect to your network. Include them in relevant security audits and device replacement plans.
How Managed Print Services Can Help
With managed print services, device security can be part of ongoing print support rather than a task that only comes up when something breaks. A provider can help check configuration, apply firmware updates where supported, review device requirements and advise on secure print release.
A clear service level agreement (SLA) should explain what support covers and how service requests are handled. It’s also worth checking what the agreement says about firmware, device settings and end-of-contract data handling.
At NEBS, we’re independent of any single printer manufacturer, so we can recommend equipment based on your needs. Our managed print agreements can include toner, parts, labour and callouts, with firmware updates included. We’ll explain what applies to your particular devices and agreement. You can read more about our managed print services.
Print Security and Cyber Essentials
Cyber Essentials provides a useful baseline for cyber security for small businesses. It covers areas such as secure configuration, software updates, user access and firewalls. It isn’t a printer-specific checklist, so businesses should consider how their printers connect and whether they fall within their certification scope.
The NCSC’s Cyber Essentials requirements are a useful reference. If you’re working towards certification, don’t assume that a printer is outside scope just because it’s a peripheral. Review your devices and network arrangements with your assessor or IT provider. NEBS can also help with Cyber Essentials support.
A Sensible First Step
You don’t need to replace every printer or buy new security software to improve print security. Start by identifying your devices, checking administrator access, confirming firmware support and asking how stored data is handled. Then address the gaps that apply to your setup.
If you’re based in Seaton Burn, Newcastle, Northumberland or Durham, or elsewhere in the UK, we can help you review your print environment. Get in touch for a free, no-obligation print security check. We’ll talk through what you have, explain any practical changes and give you straightforward advice without pressure.
Contact our team or call 0191 691 3300.