Printers and multifunction devices are more than office equipment. Modern business printers can connect to networks, store information, communicate with cloud services, scan documents, and provide access to business systems. That makes them part of your organization's broader technology environment and a potential security consideration.
NIST guidance specifically addresses the security of printers, scanners, copiers, and other multifunction devices because they can process, store, and transmit sensitive information. CISA also includes network printers among the networked assets organizations should account for when managing vulnerabilities and maintaining visibility.
A secure printing environment therefore requires more than protecting the computers that send print jobs. Businesses should consider the security of the printer itself, the information moving through it, the documents it produces, and the systems used to manage the fleet.
Here are four ways to strengthen printer security.
Where can printers be vulnerable?
A business printer can contain or interact with sensitive information at several points, including:
- Stored data: Multifunction devices may temporarily or permanently store print, scan, copy, or fax information.
- Firmware: Compromised or outdated firmware can create security vulnerabilities.
- Network connections: Print jobs and administrative communications travel across networks and may be exposed if connections are not properly secured.
- Administrative interfaces: Unprotected device settings or default credentials can give unauthorized users access to printer functions.
- Physical access: Someone with physical access to a device may be able to retrieve documents, access ports, or tamper with the hardware.
- Cloud and mobile connections: Modern printers may connect to cloud services and mobile devices, expanding the number of systems that need to be secured.
- Documents: Printed pages containing confidential information can be left unattended or sent to the wrong person.
CISA and other security agencies have specifically warned that printers and scanners can be exposed through default credentials and excessive privileges, potentially giving an attacker a path to other systems.
1. Protect the printer itself
Start with the device.
Just like computers, printers should be configured securely, kept up to date, and monitored throughout their useful life.
Keep firmware updated
Printer firmware controls important device functions, including security features. Keeping firmware current can help address known vulnerabilities and provide newer security capabilities.
For example, HP recommends regularly updating FutureSmart firmware on supported HP Enterprise printers to help address known vulnerabilities and maintain current security functionality. HP Web Jetadmin can be used to manage printer fleets and deploy firmware updates.
Use secure boot and firmware validation
Security features that verify firmware before or during startup can help detect unauthorized or altered code.
Some current HP printers use security capabilities that validate firmware and can recover the device if a compromised version is detected.
Change default credentials
Never assume that a printer is secure simply because it is connected to a protected network.
Change default administrator credentials and use strong, unique credentials for device management. CISA specifically identifies default credentials on printers and scanners as a potential security weakness.
Restrict physical access
Place printers in locations appropriate for the sensitivity of the documents they handle. Consider physical access controls for devices that process highly confidential information.
You can also disable or restrict unused physical ports and services when supported by the device.
2. Protect data on the printer and across the network
Printers can handle information both while it is moving between systems and while it is stored on the device.
Protect data in transit
Use secure, authenticated communications when sending print jobs or managing devices over a network.
Organizations should disable unnecessary or insecure protocols and use encrypted management and communication methods supported by their environment. CISA recommends using encrypted and authenticated management protocols and disabling unencrypted alternatives such as Telnet and FTP when they are not required.
Protect stored data
Some printers and multifunction devices have internal storage that can contain information from previous print, scan, copy, or fax jobs.
Use available encryption and storage security features to help protect information stored on the device.
When retiring or replacing a printer, establish a process for securely removing or sanitizing stored information. This is especially important for devices that contain removable or persistent storage.
Control administrative access
Only authorized administrators should be able to change printer configuration, security settings, network connections, or other sensitive functions.
Use role-based access where available and limit administrative privileges to the people who need them.
3. Protect documents from the moment they are sent to the printer
Printer security does not end when a print job leaves an employee's computer.
The physical document can become the weakest point in the process.
Use secure print release
Secure print release, sometimes called pull printing, holds a document until the authorized user arrives at the printer and authenticates.
Instead of sending a confidential document directly to a shared printer tray, the user can release it with an authentication method such as a PIN, badge, or other supported credential.
This can help reduce the number of sensitive documents left unattended in common areas.
Protect mobile and cloud printing
Employees may print from laptops, smartphones, tablets, and cloud applications.
Review how these connections are authenticated and secured, particularly when printing occurs outside the traditional corporate network.
Every additional connection should be evaluated as part of the organization's overall security architecture.
Protect sensitive printed information
Technology cannot prevent every document from being misplaced.
Organizations should establish policies for handling sensitive printouts, including:
- Collecting confidential documents promptly
- Using secure disposal or shredding procedures
- Limiting who can access sensitive print areas
- Avoiding unnecessary printing of confidential information
- Establishing procedures for documents printed incorrectly or sent to the wrong device
4. Manage and monitor your entire printing environment
A printer fleet can contain dozens, hundreds, or thousands of devices. Managing each printer individually makes it easier for security settings, firmware versions, or vulnerabilities to be overlooked.
Centralized management can help IT teams maintain consistent security configurations and identify devices that need attention.
Maintain an accurate printer inventory
Know which printers and multifunction devices are connected to your environment, where they are located, who manages them, and what software and firmware they are running.
An accurate inventory makes it easier to identify unsupported devices and prioritize updates.
Standardize security configurations
Create a baseline configuration for business printers.
Depending on your environment, that may include:
- Strong administrator credentials
- Secure network protocols
- Restricted administrative access
- Disabled unused services and ports
- Current firmware
- Encryption
- Authentication for sensitive functions
- Appropriate logging and monitoring
NIST recommends using security configuration checklists to establish a desired security posture, verify configurations, and identify unauthorized changes.
Monitor the fleet
Security teams should be able to identify unusual activity, configuration changes, and devices that fall outside established security requirements.
Centralized printer management can make it easier to maintain security policies across a fleet rather than relying on individual users or administrators to configure every device manually.
What should you look for in a secure business printer?
When evaluating printers or multifunction devices for a business environment, consider security capabilities alongside speed, cost, features, and reliability.
Look for:
- Secure boot and firmware integrity protections
- Regular firmware and security updates
- Encryption for stored data
- Secure network communications
- Administrator authentication and access controls
- Secure print release
- Physical port controls
- Logging and monitoring capabilities
- Centralized fleet management
- A clear process for securely retiring devices and removing stored information
- Vendor support throughout the expected device lifecycle
NIST recommends that organizations consider cybersecurity requirements when acquiring network-connected devices and evaluate both the device and the support provided by its manufacturer or other third parties.
Why printer security belongs in your cybersecurity strategy
A printer should not be treated as an isolated piece of office equipment.
It can be a network-connected endpoint, a storage location, a document processing system, and a connection point to other services. Protecting it therefore requires many of the same principles used to protect other technology assets: secure configuration, strong authentication, encryption, software updates, monitoring, access control, and lifecycle management.
The good news is that printer security does not have to be complicated.
Start by identifying every device in your environment, updating firmware, removing default credentials, securing network communications, controlling access, and establishing policies for sensitive documents. Then build printer security into the same processes you already use to manage your broader IT environment.
Frequently asked questions about printer security
Can a printer be hacked?
Yes. A network-connected printer can have vulnerabilities just like other connected devices. Attackers may attempt to exploit outdated software, weak credentials, insecure services, or improperly configured network access.
Do printers store sensitive information?
Some printers and multifunction devices can store information temporarily or persistently, depending on their hardware and configuration. Organizations should understand what information each device stores and use appropriate encryption and data-removal procedures.
How often should printer firmware be updated?
Follow the printer manufacturer's security guidance and update firmware when security updates become available. Organizations should also monitor for vulnerabilities affecting the specific models they use.
Should printers be on the same network as computers?
Network architecture depends on the organization's requirements and risk profile. In some environments, network segmentation or other access controls can limit what a compromised device can communicate with. Printer access should be designed according to the organization's broader network security strategy.
How can I prevent confidential documents from being left at the printer?
Secure print release is one option. Instead of sending a document directly to a shared output tray, users authenticate at the printer before the document is released. Organizations should also establish clear policies for handling and disposing of sensitive printed information.
What happens to information stored on a printer when it is replaced?
It depends on the device and its storage architecture. Before retiring a printer or multifunction device, determine whether it contains internal storage and follow the manufacturer's recommended process for securely removing or sanitizing stored information.
