In most modern offices, printers and multifunction devices play a vital role in daily operations, but they’re often overlooked when it comes to cybersecurity.
Modern printers and multifunction devices (MFDs) are powerful, networked tools capable of scanning, emailing, and storing sensitive information. Without proper management, they can become a significant security risk.
At SOS Group, we’ve seen first-hand how easy it is for organisations to underestimate their print security. Here are five of the most common printing security mistakes businesses make; and how you can avoid them.
1. Leaving Documents Unattended on the Printer
It’s one of the simplest, yet most common, mistakes. Employees send documents to print and then get distracted before collecting them. Those few minutes can be enough for confidential information to fall into the wrong hands.
How to fix it:
Implement secure print release. This feature holds jobs in a secure queue until the authorised user enters a PIN or scans an ID card at the device. It ensures sensitive documents are only released when the right person is there to collect them.
SOS Group offers print management software such as PaperCut and MyQ, which make secure printing seamless while also helping you track and control usage across departments.
Learn more about our Print Management Solutions.
2. Ignoring Printer Firmware and Software Updates
Many businesses treat printers as “install and forget” devices. But like any connected technology, printers need regular updates to patch vulnerabilities that cybercriminals could exploit.
Hackers often target outdated firmware to gain access to wider corporate networks, meaning an unpatched printer could act as a gateway for a cyberattack.
How to fix it:
Schedule regular firmware and security updates. Modern MFDs from Develop, Epson, and Lexmark (all available through SOS Group) support automatic updates and remote management tools that make keeping devices secure effortless.
Regular maintenance through our Managed Print Services ensures your fleet is monitored, updated, and compliant, so you’re never left exposed.
Find out how we can keep your business protected: Managed Print Services.
3. Not Managing Network Access Properly
Networked printers are convenient, but every connection is also a potential vulnerability. When printers are left on open networks or with default passwords, they become an easy target for cybercriminals.
How to fix it:
Work with your IT team or provider to restrict printer access to authorised users only. Use role-based permissions so employees can only access the features they need.
Change all default passwords immediately and consider using network segmentation to isolate printers from critical business systems.
At SOS Group, we configure devices securely during installation and integrate them with your existing IT infrastructure, ensuring your network remains protected without sacrificing convenience.
4. Failing to Protect Stored Data
Many MFDs contain hard drives that temporarily store scanned or printed data. If not properly managed, these drives can hold confidential information long after a job has been completed. In some cases, data can still be retrieved even after deletion.
How to fix it:
Enable data encryption and automatic deletion protocols on all devices. For even stronger protection, consider devices that support real-time antivirus scanning, such as Develop printers with built-in Bitdefender® technology, available through SOS Group.
This proactive layer of security scans incoming data for malware and prevents malicious files from being printed or shared.
Explore the benefits of real-time antivirus scanning here: Bitdefender and Develop Security Solutions
5. Overlooking Print Auditing and User Accountability
Without visibility into who’s printing what, and how often, organisations can’t identify potential misuse or data leaks.
This lack of control also leads to unnecessary printing, wasted resources, and higher costs.
How to fix it:
Deploy print auditing tools that track every print, scan, and copy job. SOS Group’s print management software gives you complete transparency and control over your printing environment. You can assign print quotas, generate detailed usage reports, and quickly detect any suspicious activity.
Not only does this strengthen security, but it also helps your business reduce waste and save money, aligning with your sustainability goals.
Creating a Secure Printing Environment
Protecting your print infrastructure doesn’t have to be complicated. By addressing these common mistakes and implementing proactive security measures, you can significantly reduce your risk of data breaches.
At SOS Group, we combine industry-leading technology from trusted partners like Epson, Lexmark, Develop, Kyocera, and RISO with proactive support and tailored solutions. Our goal is simple: to make your print environment smarter, safer, and more efficient.
Whether you need a fully managed print service, advanced print management software, or expert guidance on device security, our team is here to help.
