World Password Day serves as a useful reminder for businesses to review how they protect their systems and data. While organisations often focus on passwords for email, cloud platforms, and networks, they frequently overlook one critical area: printers and multifunction devices (MFPs).
Although the awareness day may have passed, the need for strong printer and MFP security remains constant. These devices handle sensitive information every day, yet organisations frequently overlook them in wider cybersecurity strategies.
Understanding the risks, and how to manage them, is essential for any organisation looking to protect its data and maintain secure operations.
Why Printers and MFPs Are Often Overlooked
In many organisations, printers are still viewed as simple office equipment. However, modern devices are far more advanced.
Today’s printers:
- connect directly to your network
- store data on internal drives
- process confidential documents daily
- integrate with email and cloud systems
Because of this, they present similar security risks to other connected devices. However, unlike laptops or servers, they are often not given the same level of attention.
This gap can leave businesses exposed to unnecessary risk.
The Risks Associated with Unsecured Devices
When printer and MFP security is not properly managed, several vulnerabilities can arise.
These include:
- Unauthorised access to devices and settings
- Interception of print jobs containing sensitive data
- Stored data exposure on device hard drives
- Outdated firmware vulnerabilities
- Use of default passwords that are easily exploited
These risks are not theoretical. Because printers connect to networks, cybercriminals can target them as entry points for wider attacks.
Passwords Still Play a Key Role
While World Password Day highlights the importance of strong credentials, the same principles apply to printers and MFPs.
Many devices are installed with default login details that remain unchanged. This creates an immediate vulnerability.
To improve printer and MFP security, organisations should:
- change all default passwords on installation
- use strong, unique credentials
- limit administrative access to authorised users
- review and update passwords regularly
These simple steps can significantly reduce the risk of unauthorised access.
Secure Print Release: A Practical Solution
One of the most effective ways to improve both security and efficiency is through secure print release.
This requires users to authenticate at the device before printing, ensuring only the intended user can release documents.
This approach helps to:
- prevent sensitive documents being left unattended
- reduce the risk of information being seen by others
- cut down on unnecessary printing
It is a practical solution that improves both security and sustainability.
Managing Data Stored on Devices
Many organisations are unaware that printers and MFPs can store data on internal hard drives.
This can include:
- scanned documents
- printed files
- email attachments
If organisations do not properly manage devices, data can remain accessible even after the device is removed from use.
To address this, businesses should ensure:
- data encryption is enabled where possible
- access to stored data is restricted
- devices are securely wiped at end of life
This is particularly important for organisations handling sensitive or regulated information.
Keeping Devices Updated and Secure
Like any connected technology, printers require regular updates to remain secure.
Firmware updates often include important security patches. Without them, known vulnerabilities may leave devices exposed.
A structured approach to device management ensures that:
- updates are applied consistently
- devices remain protected against emerging threats
- security standards are maintained over time
This proactive approach reduces risk and supports long-term reliability.
Integrating Printers into Your Wider Security Strategy
Printer and MFP security should not be treated separately from your wider IT strategy. Instead, it should form part of a comprehensive approach to protecting your organisation.
This includes:
- placing devices on secure networks
- restricting access based on user roles
- monitoring device activity
- aligning print security with existing IT policies
By treating printers as part of your overall infrastructure, you can reduce vulnerabilities and improve consistency across your systems.
How Managed Print Services Support Security
Managing print security internally can be time-consuming and complex, particularly for organisations with multiple devices.
A Managed Print Service (MPS) provides a structured and proactive approach to securing your print environment.
This includes:
- secure device configuration
- ongoing monitoring and support
- automated updates and maintenance
- user authentication controls
- reporting and visibility
Managed Print Services help organisations build security directly into their print environment rather than treating it as an afterthought.
Learn more about SOS Group’s solutions:
👉 https://sosgroup-ltd.co.uk/copy-print-scan-solutions/
Why This Matters Beyond Awareness Days
While awareness events like World Password Day are useful prompts, printer and MFP security should be an ongoing priority.
Organisations must properly protect all connected devices, not just the most obvious ones, as cyber threats continue to evolve.
By addressing print security as part of your wider strategy, you can:
- reduce the risk of data breaches
- improve compliance with data protection standards
- protect sensitive business information
- maintain secure and efficient operations
Printer and MFP security is a critical yet often overlooked aspect of modern business technology. However, as cyber threats continue to evolve, organisations can no longer afford to ignore the risks associated with unsecured print environments.
By taking a proactive approach, including strengthening passwords, securing devices, and implementing Managed Print Services, organisations can significantly reduce risk while also improving their overall security posture.
Ultimately, if your business has not reviewed its print security recently, now is the right time to act.
SOS Group is here to support you with secure, reliable and fully managed print solutions.
