Printer Security for Business Copiers & MFPs | Colorado ABT
Posted on 18 February, 2026 / Under Cybersecurity, Data Security, Managed Services Provider, news, Print Business Solutions, Security & Compliance, Security Upgades

Printer Security for Businesses blog header showing a modern office MFP with a security lock icon and Colorado mountains/Denver skyline background.
Printer security starts at the tray—protect data on every print, scan, and copy with smarter controls for your business.

The ABT Breakdown (read this if you’re busy)

If your copier, printer, or MFP connects to your network, it’s not “just a machine”—it’s an endpoint that can store data, transmit documents, hold credentials, and expose sensitive output at the tray. The fastest way to reduce risk (without slowing your team down) is to focus on five moves:

  1. Lock down who can print (authentication + role-based permissions)

  2. Eliminate tray exposure (secure release / pull printing)

  3. Secure the device itself (firmware, ports, encryption, admin access)

  4. Protect scanning + routing (secure destinations, audit trails, least privilege)

  5. Add visibility (logs, reporting, alerts—so you can prove controls are working)

You don’t have to implement everything at once. Start with secure print release + authentication, then tighten device configuration, then build out reporting and compliance controls. If you want a clear roadmap, ABT’s Risk-Free Print Environment Assessment is a simple next step.

Printer Security for Businesses: How to Protect Data on Copiers & MFPs

When you think “cybersecurity,” your mind probably goes to email threats, endpoints, firewalls, and cloud accounts. But in most offices, your printers and multifunction devices sit quietly on the network doing real work every day—printing invoices, scanning HR docs, copying contracts, routing sensitive PDFs to email or shared folders.

That’s exactly why printers and MFPs can become a blind spot.

If you’re responsible for operations, IT, compliance, or simply keeping your office running smoothly, you want two things at the same time:

  • Lower risk (less exposure of data and fewer attack paths)

  • Less friction (your team shouldn’t hate the new “security process”)

The good news: modern print security isn’t about making printing painful. It’s about building smart guardrails around who can print, what gets stored, where documents go, and what gets logged.

This guide walks you through the practical steps that protect your business—especially if you’re operating in Colorado across multiple sites, remote teams, or compliance-heavy industries.

Why printer security matters more than most businesses realize

A business-class printer or MFP is basically a small computer that can:

That combination creates risk in three common ways:

1) Data exposure at the tray (the “walk-by breach”)

If sensitive documents print immediately and sit unattended, anyone can see them: clients, visitors, contractors, vendors, even well-meaning employees who grab the wrong stack.

2) Device-level vulnerabilities (the “quiet backdoor”)

If the device has default credentials, outdated firmware, open ports, or unnecessary services enabled, it can be used as a foothold.

3) Workflow leakage (the “scan-to-everywhere” problem)

Scanning is one of the biggest hidden risks. A single tap can send a PDF to the wrong mailbox, wrong folder permissions, or a personal email. Without control and logging, you don’t have an audit trail.

The 7 biggest print-security risks (and what they look like in real offices)

You don’t need a technical deep dive to spot these. If you recognize any of the following, you’ve got a clear place to start.

Risk #1: No User Authentication

If anyone can walk up and print/copy/scan, you can’t enforce accountability or restrict sensitive workflows.

What it looks like:

  • “Guest printing” for everyone, all the time

  • No idea who printed a confidential file

  • No way to stop a terminated employee from walking up and using the device

Fix: Authentication + role-based access (badge/PIN/SSO where appropriate)

Risk #2: No Secure Release (pull printing)

This is one of the most common (and easiest) wins.

What it looks like:

  • Documents sit on the output tray

  • People reprint jobs because someone took theirs

  • Sensitive pages end up in recycling bins

Fix: Secure release so jobs print only when the user is physically at the device

Risk #3: Default Admin Credentials / Shared Admin Logins

Printers often ship with default passwords. In busy offices, those passwords never change—or admin access gets shared widely.

What it looks like:

  • “Everyone uses the same admin password”

  • Printer web console open to anyone on the network

  • No separation between “user” and “admin” actions

Fix: Unique admin credentials + restricted admin access + change control

Risk #4: Unpatched Firmware & Outdated Protocols

Printers need updates, too. If you’re not tracking firmware versions, you’re guessing.

What it looks like:

  • “We haven’t updated the copier in years”

  • Legacy protocols still enabled “because it works”

  • No schedule for updates

Fix: Firmware update policy + disable legacy protocols where possible

Risk #5: Uncontrolled scan destinations (email, SMB folders, cloud)

Scanning is where data starts moving. If destinations aren’t locked down, mistakes happen.

What it looks like:

  • Public address books with personal emails

  • Scan-to-folder destinations with broad permissions

  • No naming conventions; files end up everywhere

Fix: Controlled destinations, least privilege, workflow rules, and logging

Risk #6: Hard Drive / Local Storage Exposure

Many MFPs store job data temporarily—and sometimes longer than you expect.

What it looks like:

  • No secure wipe policy when devices are replaced

  • No encryption enabled (device-dependent)

  • Unknown retention behavior

Fix: Encryption + secure erase procedures + device end-of-life checklist

Risk #7: No Visibility or Reporting

If you can’t see what’s happening, you can’t prove you’re secure—or detect abnormal behavior.

What it looks like:

  • No print logs, no usage reporting

  • No alerting

  • No audit trail for compliance

Fix: enable logs, central reporting, and alerting—ideally as part of a managed strategy

The print security framework that actually works (without slowing your team)

If you want print security that sticks, build it in layers—starting with the highest impact, lowest friction controls.

Layer 1: Control Access (identity)

Start by answering one question: Who is allowed to use the device—and for what?

Practical options include:

  • PIN codes (simple, fast)

  • Badge authentication (easy at shared devices)

  • Directory/SSO integration (strong for compliance and IT-managed environments)

Then define roles:

  • Standard user (print/copy/scan)

  • Power user (department-specific workflows)

  • Admin (restricted to IT or approved staff)

Outcome: You go from “anyone can do anything” to “the right people can do the right things.”

Layer 2: Protect Output (secure release)

Secure release changes the game because it solves both security and waste.

What you gain:

  • Reduced tray exposure

  • Fewer accidental pickups

  • Less reprinting

  • Better accountability

Pro tip: If you’re worried about employee friction, start with secure release in departments that handle sensitive information (HR, finance, leadership), then expand once the workflow is accepted.

Layer 3: Secure the Device (configuration)

This is where your printer stops being a soft target. Even non-technical leaders can ensure these basics are in place:

  • Change default passwords (yes, always)

  • Restrict access to the web admin console

  • Disable unused ports/services (reduce attack surface)

  • Enable encryption features if available

  • Segment devices where appropriate (especially for larger organizations)

If you’re not sure what’s enabled on your current fleet, you’re not alone—that’s exactly what a print assessment should uncover.

Layer 4: Secure Scanning and Routing (workflow)

Scanning is powerful because it bypasses your normal digital controls. A single scan can land in the wrong place instantly.

Practical controls:

  • Limit scan destinations to approved options

  • Use shared folders with least-privilege permissions

  • Use secure connectors for cloud destinations (where applicable)

  • Add workflow steps for sensitive doc types (like HR or legal)

If your team scans constantly, it’s worth investing in workflow tools that reduce “human error” without adding steps. ABT’s Device Apps / workflow solutions are built for this kind of improvement:
https://yourabt.com/solutions/solutions-device-apps/

Layer 5: Visibility and audit trails (proof)

Visibility turns “we think we’re secure” into “we can prove it.”

What you should be able to answer:

  • Who printed a document?

  • When did it print?

  • Where did it print?

  • Was it released at the device?

  • Where did scans route?

This is especially important for regulated environments and any business handling sensitive client data.

“Good enough” print security for most businesses (a practical baseline)

If you want a reasonable baseline that fits most Colorado offices—without turning your print environment into a project that never ends—start here:

Baseline Security Checklist

  • ✅ User authentication enabled (PIN/badge/SSO)

  • ✅ Secure release printing (at least on shared devices)

  • ✅ Unique admin credentials + restricted admin access

  • ✅ Firmware update process (quarterly review is a good start)

  • ✅ Unused services disabled

  • ✅ Approved scan destinations only

  • ✅ Logs enabled (at minimum for sensitive departments)

If you implement only these, you’ll eliminate a big percentage of typical print-related risk.

How print security connects to buying decisions (without wasting budget)

If you’re upgrading devices or standardizing a fleet, security shouldn’t be an add-on “later.” It should be part of how you choose the platform.

When you compare business copiers, printers, and MFPs, ask:

  • Does it support secure release and modern authentication?

  • Can it integrate with directory services/SSO?

  • What logging and reporting is available?

  • How are scan workflows controlled?

  • Can you manage firmware and configuration across multiple devices?

This is one reason ABT’s main discovery page is built as a starting point—so you can compare device categories and brand ecosystems while keeping security in the conversation:
https://yourabt.com/products/copiers-printers-mfps/

If you’re doing a deeper buying cycle, ABT also has Colorado-focused buyer guidance that highlights security and workflow features:
https://yourabt.com/2026-copier-buying-guide-features-that-matter-most-colorado/

When Managed Print Services (MPS) becomes your security advantage

Print security often fails for one reason: ownership is unclear.

  • IT assumes “facilities” owns it

  • Facilities assumes “the vendor” owns it

  • Leadership assumes “it’s fine” because it prints

That’s where Managed Print Services can quietly make security better—because MPS adds process, accountability, reporting, and proactive monitoring.

If you’re comparing providers, ABT’s checklist is a strong resource:
https://yourabt.com/how-to-compare-managed-print-services-providers-7-point-checklist/

And if you want the broad overview of how MPS reduces cost and strengthens security posture:
https://yourabt.com/managed-print-services-colorado-office-printing-cost-savings/

Colorado scenarios where print security matters immediately

Print security isn’t only a “big enterprise” issue. In Colorado, it shows up fast in these real-world scenarios:

Multi-location teams across the Front Range

If you’ve got offices in Denver + Colorado Springs + Fort Collins, consistency matters. One location with “open printing” becomes the weak spot.

Shared coworking or mixed-access buildings

If your device is in a shared space, secure release is not optional. It’s table stakes.

Compliance-heavy sectors (HIPAA, financial, legal)

If your team prints patient, client, or financial information, you need controls and auditability. ABT’s compliance-focused secure printing guide is worth reading:
https://yourabt.com/secure-printing-compliance/

Common mistakes that make print security harder than it needs to be

If you want adoption, avoid these traps:

  1. Turning on too many restrictions at once
    Start with authentication + secure release first. Build from there.

  2. Making scan workflows complicated
    If people can’t scan easily, they’ll create workarounds. Secure scanning must still feel simple.

  3. Not training the “why”
    Your team doesn’t need fear tactics—but they do need context: “Secure release protects client data and reduces reprints.”

  4. Treating printers as “out of scope” for IT
    They’re endpoints. They need ownership and a plan.

ABT covers several of these pitfalls here:
https://yourabt.com/top-print-security-mistakes-in-2025-and-how-to-avoid-them-abt/

Recommended supporting reads (internal links for discoverability)

If you’re building internal linking around print security and copier/printer decisions, these related ABT resources pair well with this blog:

(And if you want a library to browse and interlink from: https://yourabt.com/category/print-security/ )

Your Next Best Step (simple, practical, low effort)

If you’re reading this because you suspect your printers are a blind spot, you don’t need to “boil the ocean.” You need a clear plan that matches your environment—your users, your locations, your compliance requirements, and how your team actually prints and scans.

Here are three easy ways to move forward:

  1. Get a Risk-Free Print Environment Assessment
    You’ll identify what devices you have, what’s exposed, where secure release and authentication make the biggest impact, and what to prioritize first.
    https://yourabt.com/products/abt-risk-free-print-environment-assessment-form/

  2. Explore Managed Print Services (for cost + security + visibility)
    If you want ongoing monitoring, consistent settings, reporting, and a strategy that holds up over time, MPS is often the most efficient path.
    https://yourabt.com/solutions/managed-print-services/

  3. Align print security with your IT strategy
    If you’re already thinking about broader security posture, print should be part of it—not a separate island.
    https://yourabt.com/solutions/managed-it-services/

If you want to start with a quick conversation, call 303-778-0600 and tell us two things:
(1) where your sensitive documents come from (HR, finance, client data, medical, legal), and
(2) how they move (print, scan to email, scan to folders, scan to cloud).

You’ll get a clear recommendation—without guesswork.