Creating a Printer Security Checklist

Signs You Need to Create a Printer Security Checklist

Even the most digitally secure businesses often overlook printers as potential entry points for cyberattacks. Because printers are typically installed and forgotten, they can become vulnerable over time, especially as networks grow or staff changes.

Here are some common signs that your business should implement a dedicated printer security checklist:

You’re Still Using Default Admin Credentials: If your printers still run with out-of-the-box usernames and passwords, they’re an easy target for attackers.

Printer Firmware Hasn’t Been Updated in Months: Delayed firmware updates expose your devices to known exploits that manufacturers have already patched.

Anyone in the Office Can Access Printer Settings: Open access to advanced settings increases the risk of accidental misconfigurations or intentional misuse.

You’re Not Tracking Who’s Printing What: Without print logs, it’s impossible to trace unauthorized access or audit document handling.

Unused Features Are Still Enabled: Every unused active feature could be a security vulnerability waiting to be exploited.

You Have no Formal Policy for Printer Disposal: Retiring a printer without wiping its internal hard drive can expose sensitive data after it leaves your building.

Sensitive Documents Are Left Unattended in the Output Tray: This common issue can result in data leaks or breaches, especially in shared office environments.

If any of these signs sound familiar, it’s time to create and enforce a printer security checklist to protect your network and sensitive information.

1. Change Default Passwords

Most network printers come with default administrative credentials, often something simple like “admin” or “password”, that are widely known and easily exploited by attackers. Failing to change these settings leaves your device vulnerable from the moment it’s online.

As a foundational step in printer security, you should create strong, unique passwords and implement a password management policy that includes periodic updates. Limiting access to these credentials to IT personnel is also a smart way to maintain control.

2. Update Printer Firmware Regularly

Production printers, like any connected device, are susceptible to new vulnerabilities over time. Manufacturers release firmware updates to fix bugs and security flaws, but many businesses forget to apply them. Leaving devices outdated creates open doors for cyber threats.

Enabling automatic updates where available or setting a recurring schedule for manual updates helps maintain a secure environment. In your IT patch management strategy, treat printers with the same vigilance as servers or computers.

3. Enable Data Encryption

Modern multifunction printers often store sensitive documents—scans, print jobs, and faxes—on internal hard drives. Without encryption, this data is easily accessible if the device is compromised. Activating built-in encryption features protects files both in transit and at rest.

This is a critical step for maintaining secure printing workflows and complying with industry regulations like HIPAA, GDPR, or PCI-DSS. Encryption should be enabled by default and validated during printer setup and audits.

4. Disable Unused Network Protocols and Ports

Printers often support outdated communication protocols like Telnet, FTP, or SNMP v1/v2, which lack proper security. If not disabled, these unused features can be exploited by malicious actors. Review the list of active network protocols and turn off anything that isn’t essential to daily operations.

Prioritize using secure protocols like HTTPS and SNMPv3. This step reduces the attack surface of your networked printers and aligns with broader printer security best practices.

5. Implement Secure Print (Pull Printing)

Secure printing solutions, such as pull printing, help prevent unauthorized access to sensitive documents. With this setup, print jobs are only released once a user verifies their identity at the device using a PIN, badge, or login credentials.

This ensures documents don’t sit unattended in the output tray. It’s a simple feature with big benefits, particularly in shared office environments or industries where confidential client or financial information is regularly printed.

6. Set Up User Access Controls

Not every employee should have access to every printer function. By setting up role-based access controls using Active Directory or the printer’s internal user authentication system, you can assign permissions based on job duties. For example, only IT administrators should change security settings, while general staff can only print or scan.

Restricting access reduces accidental misconfigurations and safeguards against misuse, reinforcing the overall integrity of your printer security infrastructure.

Discover how implementing user authentication can significantly reduce printer security risks by controlling access and protecting sensitive print data.

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7. Monitor and Log Print Activity

Tracking printer usage helps businesses identify abnormal activity, such as an unusually high number of print jobs from a single user or access at odd hours. Organizations can maintain visibility into who printed what and when by enabling audit logging features.

These logs are useful for compliance reporting and incident response. Monitoring usage also promotes accountability among employees, ensuring printers are used responsibly and in accordance with company security policies.

8. Disable Unnecessary Features

Printers often come with extra features like wireless printing, fax capabilities, and cloud connectivity that aren’t used in every office. Leaving these functions active creates unnecessary entry points for cyber threats. By disabling unused features, you simplify the device’s operation and reduce risk.

A leaner feature set also makes training and support easier, which can boost operational efficiency alongside better printer security.

9. Physically Secure the Printer

Even the most secure printer settings won’t help if someone can physically access or tamper with the device. Place printers in secure, monitored areas, not in public spaces like lobbies or break rooms. Lock USB ports and consider tamper-resistant casings to prevent unauthorized physical access.

Physical placement and restrictions are an often-overlooked layer of secure printing strategy, especially in hybrid or open office environments.

10. Wipe Data Before Disposal or Lease Return

Many MFPs store sensitive job history, address books, and cached documents on internal hard drives. Before recycling, selling, or returning leased devices, it’s crucial to perform a certified data wipe. Use the manufacturer’s secure erasure tools or physically destroy the drive if needed.

This final step ensures that you don’t unknowingly pass confidential business information to the next user or expose yourself to a data breach after decommission.

Adopt Secure Printing Solutions From Superior Office Solutions

Printer security is an essential part of your company’s risk management strategy. From enabling encryption to configuring user access controls, each step in this checklist strengthens your security posture and protects valuable data.

Partner with Superior Office Solutions for expert guidance and secure printing solutions. We’ll help you implement the right tools, policies, and technology to keep your print environment protected and productive.