Secure Managed Print Services (MPS) & Printer Security

Why Printer Security Matters More Than Ever

Most businesses protect their computers, servers, and firewalls — but overlook one of the biggest security risks in the office: printers and multifunction devices (MFPs).

Today’s printers are no longer simple output devices. Modern office copiers and printers are network-connected computers with:

Hard drives
Operating systems
User authentication
Email connectivity
Cloud access
Wireless networking
Scan-to-cloud workflows

Without proper security controls, printers can become an entry point for hackers, ransomware attacks, data theft, and compliance violations.

At Doing Better Business, our Managed Print Services (MPS) security approach helps organizations reduce vulnerabilities, protect confidential data, and maintain secure print environments across their business.

What Is Secure Managed Print Services?

Managed Print Services (MPS) is a proactive program that monitors, manages, secures, and supports an organization’s printer fleet.

A secure MPS strategy includes:

Device security policies
User authentication
Firmware management
Secure printing
Hard drive protection
Network segmentation
Scan security
Compliance support
Ongoing monitoring and reporting

The goal is not just reducing print costs — it is reducing business risk.

Why Printers Are a Target for Hackers

Cybercriminals increasingly target office printers because they are often:

Connected to the corporate network
Poorly monitored
Running outdated firmware
Using default passwords
Storing confidential documents
Exposed to email and cloud services

Printers can provide attackers with:

Access to sensitive files
Stored scan data
Employee credentials
Network access points
Internal IP information

In some environments, an unsecured printer can become the weakest link in the cybersecurity chain.

Common Printer Security Risks

Unsecured Print Jobs

Confidential documents left sitting on output trays can expose:

Financial data
HR records
Medical information
Legal documents
Customer information

Default Passwords

Many businesses never change factory administrator passwords on printers and copiers.

Hackers actively scan for devices using:

Default credentials
Open web interfaces
Weak authentication

Outdated Firmware

Printer firmware vulnerabilities are discovered regularly.

Without ongoing updates, devices may remain exposed to:

Remote access exploits
Malware
Privilege escalation attacks

Scan-to-Email Vulnerabilities

Improperly configured scan-to-email systems can expose:

SMTP credentials
User accounts
Internal email systems

Recent Microsoft 365 and Google security changes have also created new authentication challenges for many organizations.

Hard Drive Data Exposure

Many multifunction devices store:

Copies of printed documents
Scanned files
User information
Address books

Without encryption or secure wipe procedures, sensitive information may remain accessible.

Open Network Ports

Improperly configured printers may expose:

FTP
Telnet
SNMP
HTTP services
Unused protocols

These services can create additional attack surfaces.

How Managed Print Services Improves Security

1. Secure Print Release

Secure print release requires users to authenticate before documents print.

Common methods include:

PIN codes
ID badges
Mobile authentication
Username/password login

Benefits:

Prevents abandoned documents
Reduces unauthorized viewing
Improves compliance
Reduces waste

DBB highly recommends the use of PaperCut Software.

2. Printer Hard Drive Encryption

Many modern devices support:

Hard drive encryption
Secure overwrite
Automatic data erasure

This helps protect stored documents from unauthorized access.

3. Firmware & Security Patch Management

A secure MPS provider monitors:

Firmware versions
Security advisories
Manufacturer updates
Vulnerability notices

Keeping firmware updated helps reduce exposure to known exploits.

4. Network Security Best Practices

Secure print environments often include:

VLAN segmentation
Firewall rules
Disabled unused ports
Secure protocols
IP filtering

This helps isolate print devices from broader network threats.

5. User Authentication & Access Control

Businesses can limit:

Color printing
Scan destinations
Device access
Administrative settings

This reduces unauthorized activity and improves accountability.

6. Secure Scan Workflows

Modern workflows should include:

Encrypted email transmission
Secure cloud integration
Authentication controls
Audit trails

Especially important for:

Healthcare
Legal
Education
Financial organizations

7. Device Monitoring & Alerts

Managed Print Services can proactively monitor:

Device health
Security events
Configuration changes
Consumable usage
Fleet-wide vulnerabilities

This improves visibility and response times.

Managed Print Security Best Practices

Businesses should regularly:

Change default admin passwords
Disable unused protocols
Update firmware
Use secure print release
Review user permissions
Encrypt hard drives
Segment printer networks
Monitor scan workflows
Conduct security assessments

Printer security should be treated as part of the overall cybersecurity strategy — not as a separate IT issue.

Industries with Higher Print Security Requirements

Healthcare

Healthcare organizations must protect patient data and HIPAA-related information.

Education

Schools and universities manage:

Student records
Financial documents
HR information

Legal

Law firms often print highly confidential client materials.

Financial Services

Financial organizations face increased compliance and privacy requirements.

Government & Municipalities

Public sector organizations often require strict document security controls.

Microsoft 365, SMTP & Printer Security Changes

Recent Microsoft 365 security updates have impacted many scan-to-email workflows.

Businesses may experience:

Authentication failures
SMTP relay issues
Legacy protocol blocking
Multifactor authentication conflicts

A secure MPS strategy helps organizations modernize scanning workflows while maintaining security compliance.

Learn more about SMTP issues by clicking HERE!

The Hidden Risk of Unmanaged Print Environments

Many businesses have:

Multiple printer brands
Old devices
Inconsistent configurations
Unsupported firmware
Unknown admin passwords

This creates:

Security gaps
Increased IT workload
Compliance concerns
Higher operational risk

Managed Print Services helps standardize and secure the environment.

Why Local Expertise Matters

Printer security is not just about software.

It requires:

Network understanding
Workflow expertise
Device configuration knowledge
Real-world troubleshooting experience

At Doing Better Business, our team helps organizations evaluate print environments, reduce vulnerabilities, and implement practical security strategies that align with business operations. DBB has the largest service team of any independently owned provider in our region and we are consistently #1 in the country for highest Net Promoter Score (NPS) for providers receiving over 1,000 surveys per year.

As a regional technology provider serving businesses across Pennsylvania, Ohio, Maryland, West Virginia, and Virginia, DBB supports organizations with:

Secure print environments
Managed Print Services
Workflow automation
Secure scanning
Print fleet management
Business technology consulting

Frequently Asked Questions About Printer Security

Can hackers really access a business through a printer?

Yes. Modern printers are network-connected devices and can become an entry point if improperly secured.

Do printers store copies of documents?

Many multifunction devices temporarily or permanently store data on internal hard drives or memory systems.

Is secure print release worth it?

Yes. Secure print release helps prevent confidential documents from being viewed or left unattended.

How often should printer firmware be updated?

Firmware should be reviewed regularly and updated as manufacturers release security patches or advisories.

Can old printers become security risks?

Yes. Unsupported or outdated devices may no longer receive security updates and can create vulnerabilities.

Does Managed Print Services include cybersecurity?

Modern Managed Print Services often includes security-focused monitoring, firmware management, access control, and secure workflow configuration.

For more FAQ Frequently Asked Questions related to Copiers and Printers, check out our Knowledge Base.

Protect Your Print Environment

Printer security is now part of overall business cybersecurity.

Organizations that ignore print security may expose themselves to:

Data breaches
Compliance violations
Operational disruptions
Ransomware risks

A proactive Managed Print Services strategy can help businesses improve security, visibility, and control across their print environment.

DBB experts are prepared to help you take control of your network and security, contact us for an assessment today

(800) 456-1977

Doing Better Business, Inc.