Six Crucial Print Security Measures for IT Managers

With increasing cyber-attacks, securing your IT infrastructure means anticipating every potential vulnerability. One area often overlooked is print security, yet it has become essential for organisations of all sizes.

Printers are no longer just devices that print; they are complex digital tools integral to business workflows and document management. Connected to your network, they process a significant amount of your organisation’s data, making it crucial for IT managers to prioritise print security.

Adapting Print Security for the Modern Workforce

As the workplace extends beyond traditional office walls, print solutions must evolve to support remote and home working environments while ensuring data protection across all printing activities.

Today’s cloud-connected print devices and multi-function printers (MFPs) are equipped with advanced security features, coupled with sophisticated software and applications. These tools offer the flexibility and scalability needed for a distributed workforce, ensuring that your organisation’s data remains protected, regardless of where printing tasks occur. Adopting a cloud-first approach to print technology is vital in the hybrid and remote working landscape.

The Perils of Unsecured Printers

Leaving printers unsecured can have serious consequences, leading to data breaches, hacking attempts, financial losses, and compliance violations. In a 2020 incident, Cybernews revealed how they ‘hacked’ nearly 28,000 printers worldwide by simply using standard printing commands—underscoring the need for robust printer security.

Furthermore, recent research by Quocirca indicates that 61% of organisations have suffered data loss due to unsecured printing. However, there’s a silver lining: 79% of IT decision-makers plan to increase their print security investments this year.

Six Key Actions for Enhanced Print Security

1. Conduct a Print Security Audit: Begin with a thorough print security audit. Assess the types of data your organisation typically prints or digitises, identify any unauthorised print devices within your network, and highlight potential security risks in your current processes.

2. Encrypt Data: Ensure your printers have built-in data encryption capabilities to protect all data flowing in and out. If they don’t, consider upgrading to devices with advanced encryption technologies like Trusted Platform Module (TPM 2.0) and Solid-State Drive (SSD) storage, which add layers of security and reduce the risk of data leaks.
3. Implement User Authentication: Enforce strict user authentication protocols to ensure only authorised individuals can access your printers. Utilise systems such as swipe cards or PIN authentication, and make use of traceable user IDs to monitor who is printing, what they are printing, and when. This helps in holding users accountable and further securing your print operations.
4. Enhance Device Data Security: Your printers should have capabilities like data overwriting and encryption to mitigate data breach risks. Additionally, close any unused device ports to eliminate potential security threats. Keep your devices updated with the latest security patches, ideally through automated systems, to maintain strong defences against emerging vulnerabilities.
5. Continuous Monitoring: Implement 24/7 monitoring of your software, servers, and printer security settings. Real-time monitoring enables the quick detection of potential threats, allowing you to take immediate action to prevent or minimise damage.
6. Regular Penetration Testing: Engage a reputable third-party provider to conduct regular penetration tests. These tests simulate cyber-attacks, helping you identify vulnerabilities and strengthen your overall security posture.

By taking these essential steps, IT managers can significantly reduce the risk of security breaches and ensure that their organisation’s print environment remains secure in an increasingly digital world.