Cybersecurity discussions often focus on laptops, email systems, and cloud platforms. However, many organisations overlook office printers and multifunction devices (MFPs).
Modern print devices connect to networks, process sensitive documents, and often store data internally. Without proper controls, they can create serious security risks for businesses of all sizes.
Earlier this month, World Password Day encouraged businesses to review passwords and account access. However, many organisations still forget to include printers and MFPs in wider security reviews.
By understanding the most common print security mistakes, businesses can reduce risk, improve compliance, and better protect sensitive information.
1. Leaving Default Passwords in Place
One of the most common print security mistakes is failing to change default device passwords.
Many printers and MFPs use factory-set administrator credentials. If businesses leave these passwords unchanged, unauthorised users may gain access to device settings, stored data, or network connections.
As a result, organisations create unnecessary vulnerabilities that they could avoid with simple configuration changes.
Best Practice
Businesses should:
- change all default passwords immediately
- use strong, unique credentials
- restrict administrative access to authorised users only
- review password policies regularly
Most importantly, organisations should treat printers like any other connected device within the IT environment.
2. Failing to Secure Print Jobs
Sensitive documents are often left unattended on printer output trays. As a result, busy workplaces can face serious security and compliance risks.
For example, documents containing:
- customer information
- financial records
- HR documentation
- confidential contracts
may be viewed or collected by the wrong person if proper controls are not in place.
Best Practice
Secure print release is one of the most effective ways to improve print security.
With secure print release, users must authenticate at the device before printing. This ensures only the intended person can collect the documents.
In addition, businesses often reduce unnecessary printing and paper waste at the same time.
3. Ignoring Firmware and Security Updates
Printers and MFPs require regular firmware updates just like any other network-connected device.
However, businesses often overlook updates because they do not always view printers as part of the wider cybersecurity strategy.
As a result, outdated firmware may expose devices to:
- known vulnerabilities
- malware threats
- unauthorised access attempts
This can increase the risk of devices becoming entry points for wider cyber attacks.
Best Practice
Businesses should regularly update and monitor all print devices.
In addition, a structured print management strategy helps organisations apply firmware updates consistently while improving reliability across the print environment.
4. Overlooking Data Stored on Devices
Many businesses do not realise that printers and MFPs can store data internally.
For example, modern devices may retain:
- scanned documents
- print history
- email attachments
- cached files
If organisations replace, dispose of, or return devices at the end of a lease without properly removing the data, sensitive information could remain accessible.
Best Practice
Organisations should:
- encrypt device storage where possible
- control access permissions
- securely wipe devices at the end of their lifecycle
Secure device decommissioning should also form part of a wider data protection strategy.
5. Treating Printers Separately from IT Security
Another major mistake is failing to include printers in wider IT and cybersecurity planning.
Because organisations often manage printers separately from other systems, these devices may not receive the same level of oversight or protection.
As a result, businesses may experience:
- inconsistent security policies
- unmanaged access permissions
- poor visibility over device activity
- gaps in compliance processes
Best Practice
Businesses should include printers and MFPs within their overall IT infrastructure and security strategy.
This includes:
- placing devices on secure networks
- monitoring device usage
- restricting access by department or user role
- aligning print policies with wider cybersecurity standards
By taking a joined-up approach, organisations can improve both security and operational consistency.
Why Managed Print Services Help Improve Security
Managing print security internally can be difficult, especially for organisations operating across multiple locations.
A Managed Print Service (MPS) helps businesses take a more proactive and structured approach to print security.
Managed Print Services can include:
- secure device configuration
- automated monitoring and alerts
- firmware and maintenance management
- secure print release
- reporting and visibility across devices
Rather than reacting to problems after they occur, businesses can build security directly into the print environment from the start.
You can learn more about SOS Group’s secure Copy • Print • Scan Solutions here:
https://sosgroup-ltd.co.uk/copy-print-scan-solutions/
The Importance of Ongoing Print Security
Cybersecurity is not something businesses should review once a year. Instead, organisations must continually manage and protect every connected device.
While awareness events such as World Password Day encourage good security habits, businesses should treat print security as an ongoing priority throughout the year.
By addressing common print security mistakes early, organisations can:
- reduce risk
- improve compliance
- protect sensitive business information
- create a more secure working environment
Printers and MFPs play an important role in modern workplaces. However, they can also create security risks if organisations fail to manage them properly.
From default passwords and unsecured print jobs to outdated firmware and stored data, these common mistakes can expose businesses to unnecessary vulnerabilities.
By taking a more structured approach to print management and security, organisations can improve protection while maintaining reliable day-to-day operations.
If your organisation has not reviewed its print security recently, now is the ideal time to start.
