How to Protect Your Business from Print-Based Cyberattacks

Your Guide to Preventing Data Breaches Through a Secure Print Infrastructure

You already know that cyber threats can come from all directions—emails, websites, unpatched software, and compromised networks. But have you ever stopped to consider the cybersecurity risks hiding in plain sight… inside your printers?

If you’re like most businesses, printers and multifunction devices are quietly humming along in the background—scanning, copying, faxing, and printing everything from sensitive HR documents to client contracts. And yet, many businesses overlook these devices when thinking about cybersecurity.

Here’s the reality: your printer can be a cybercriminal’s backdoor into your entire network. And if you’re not taking proactive steps to secure your print infrastructure, your business could be one data breach away from major financial and reputational damage.

In this guide, you’ll learn how to lock down your print environment and protect your business from print-based cyberattacks. Whether you’re managing a small team in Denver or running a multi-location enterprise across Colorado, these practical tips are designed to help you take action now—before an attack happens.

Why Printers Are a Prime Target for Cybercriminals

Before diving into the how-to, it’s important to understand why printers have become a favorite target in recent years.

Modern multifunction printers (MFPs) are essentially computers. They’re equipped with memory, processors, operating systems, and even hard drives. They also connect to your network and the cloud—just like your PCs and mobile devices. The problem? Many of these devices go unmonitored and unprotected.

Here are a few vulnerabilities you might not even realize exist:

• Unencrypted data stored on the printer’s hard drive

• Unsecured print jobs waiting in the print queue

• Open ports and default passwords left unchanged

• Firmware that hasn’t been updated in years

• Lack of user authentication before printing or scanning

Hackers know this, and they’ve become increasingly sophisticated in exploiting these overlooked devices to gain access to confidential information—or even worse, your entire IT network.

1. Secure Your Print Devices at the Hardware Level

Start with the basics: make sure the printers and copiers in your office are physically and digitally secure.

• Change default passwords. The default login credentials for your printer’s admin console are often publicly available. Change them immediately.

• Disable unused ports and protocols. Many printers have ports like FTP, Telnet, or SNMP enabled by default. Turn off anything you’re not using.

• Enable disk encryption. If your device has a built-in hard drive, ensure it’s encrypted so data is unreadable even if physically removed.

• Implement automatic data wiping. Look for devices that automatically erase memory after every job—or schedule frequent memory clearing.

If you’re using older machines, you might not have access to these features. In that case, it may be time to consider upgrading your fleet to newer models from trusted brands like Canon, Kyocera, or HP. Many of these offer built-in security features that align with today’s cybersecurity standards.

2. Integrate Secure Print Release Technology

Have you ever printed a sensitive document—like payroll records or customer contracts—and then left it on the tray, unattended? You’re not alone. It’s a common mistake that can lead to accidental (or intentional) data exposure.

Secure print release eliminates that risk by requiring users to authenticate themselves (via badge swipe, PIN code, or mobile app) before their job is released from the printer.

Here’s why that’s a game-changer:

• Prevents confidential documents from being left in public areas

• Tracks user activity, helping with compliance and auditing

• Reduces print waste from forgotten print jobs

This technology is especially useful in high-traffic office environments or shared print stations—something that’s common in many Colorado coworking spaces or multi-departmental buildings.

3. Keep Firmware and Software Up to Date

Would you leave your laptop running on a 2015 version of its operating system? Probably not. And yet many businesses forget to regularly update their printers’ firmware and drivers.

Printer manufacturers release updates for a reason: to patch known vulnerabilities and improve security performance. Make it part of your regular IT routine to check for and install firmware updates across all devices.

Better yet, work with a Managed Print Services (MPS) provider who can handle this for you. At ABT, for example, we proactively manage updates for all client devices—whether you’re in Boulder, Colorado Springs, or up in Fort Collins.

4. Establish Print Policies and User Access Controls

Not everyone in your organization needs access to every print function. Implement role-based access controls to limit what users can do based on their job function.

For instance:

• Your HR team might need access to print, scan, and email sensitive documents.

• Front-desk staff may only need basic copy functionality.

• Interns or part-time staff might be restricted from printing to color devices or high-volume machines.

You can also set print quotas or enable rules-based printing to enforce eco-friendly and security-conscious behavior—like printing double-sided or routing large jobs to high-capacity printers.

5. Monitor Print Activity and Audit Logs

If you’re not tracking what’s happening on your printers, you’re flying blind.

Modern print management software—like uniFLOW, PaperCut, or Kyocera Fleet Services—allows you to monitor usage in real-time, create detailed reports, and flag any suspicious activity. You’ll be able to answer questions like:

• Who printed that confidential document?

• When was it printed?

• From which device?

This visibility helps with compliance (HIPAA, GDPR, etc.), supports internal investigations, and ultimately strengthens your cybersecurity posture.

6. Use Managed Print Services (MPS) for Proactive Protection

Securing your print infrastructure can feel overwhelming—especially when you’re wearing multiple hats in your business. That’s where a Managed Print Services partner comes in.

An MPS provider helps you:

• Identify and eliminate vulnerabilities in your current print environment

• Set up secure print release and user authentication

• Keep firmware updated and monitor device health

• Ensure secure disposal of old printers and hard drives

• Provide ongoing reporting and security compliance assistance

Whether you’re a law firm in downtown Denver or a healthcare clinic in Pueblo, having a local MPS partner like ABT gives you peace of mind and a security-focused print strategy tailored to your unique business needs.

7. Don’t Forget About End-of-Life Devices

When it’s time to retire an old printer or copier, don’t just unplug it and send it to recycling. These devices often store data long after they’ve stopped being used.

Before disposing of any device, make sure to:

• Wipe the hard drive or physically destroy it

• Remove any stored credentials or network settings

• Log the disposal in your asset management system

Work with a certified IT asset disposal (ITAD) provider or a recycling partner who understands the security implications.

Final Thoughts: Don’t Let Printers Be Your Weakest Link

Cybersecurity is only as strong as your weakest link—and for many businesses, that’s the printer.

By taking a proactive, layered approach to print security, you protect not only your documents but your entire network. Whether you’re working with Canon, HP, Xerox, Epson, or Kyocera devices, the principles remain the same: secure the hardware, encrypt the data, control access, and monitor usage.

If you’re not sure where to start, consider a print security audit from a local expert. At ABT, we specialize in helping Colorado businesses lock down their print environments while improving efficiency and reducing costs.

Need help securing your printers? Let’s chat. Your data—and your reputation—are too important to leave to chance.

Looking for Print Security Support in Colorado?
Contact ABT for a complimentary print security assessment tailored to your business.