Printer Security for Business: The Risks Most Offices Forget

Modern office printers are networked computers. They have operating software, web-management interfaces, address books, stored jobs and access to the same network staff use every day.

Change default administrator credentials

A printer should not remain on a factory-default or widely shared admin password. Restrict management access to the people and networks that need it.

Keep firmware current

Printer firmware receives security fixes just like other software. Unsupported devices should be replaced or isolated rather than left indefinitely on the main business network.

Limit what the printer can reach

A printer normally does not need unrestricted access to servers and user devices. Network segmentation and firewall rules can limit the impact if a device is compromised.

Review scan-to-email and address-book settings

Stored credentials, old SMTP settings and address books can contain useful information. Remove obsolete entries and make sure service accounts are appropriately protected.

Think about data on the device

Some multifunction devices store print, scan or fax data internally. Before disposal, return or resale, follow the vendor's process for securely clearing stored information.

Include printers in the asset register

The simplest improvement is to stop treating printers as furniture. Record the model, firmware/support status, network location and administrator ownership like any other managed device.

For other easily forgotten connected devices, see our business IoT guide. The wider Security Self-Check covers the overall control baseline.