Print security often takes a back seat in small and mid-sized businesses (SMBs). Many assume that because they rely on email, cloud storage, and digital workflows, their printers don’t require the same level of security as servers or workstations. Unfortunately, that assumption can lead to serious vulnerabilities.
Modern office printers are sophisticated networked devices with storage, processing power, and access to sensitive company data. Left unsecured, they can become easy targets for cybercriminals, insider threats, and compliance violations.
Despite growing awareness of cybersecurity risks, print security often remains overlooked. Many SMBs continue using default passwords, outdated firmware, and unsecured print environments. In 2025, failing to secure print infrastructure is no longer just an inconvenience, it’s a business risk.
With regulations tightening and cyber threats evolving, SMBs must rethink their approach to print security. This article explores why print security is still a pressing issue, the top threats businesses face, how security measures are evolving, and the best practices for ensuring a secure print environment.
Why Print Security Still Matters in 2025
For years, businesses have been shifting toward paperless workflows, yet print security remains as critical as ever. This is because:
- Printers Are Entry Points for Cyberattacks
Printers operate on the same network as workstations, servers, and cloud applications. If a hacker gains access to a printer, they can move laterally across the network, stealing data or installing malware. - Unprotected Print Jobs Can Expose Sensitive Information
Many businesses handle financial reports, legal documents, HR files, and customer information—all of which are often printed. Without proper security measures, anyone in the office (or in some cases, even external hackers) can intercept these documents. - Regulatory Compliance Is Stricter Than Ever
With data privacy laws such as GDPR, HIPAA, and industry-specific regulations tightening, companies must ensure that sensitive data remains protected. Print security is now a compliance issue, not just an IT concern. - Cloud Printing Expands the Attack Surface
Many SMBs have embraced cloud printing services, allowing employees to print remotely or from mobile devices. While convenient, these solutions can introduce new security gaps if not configured properly.
As businesses continue to modernize, securing print environments must be part of their overall cybersecurity strategy.
The Most Common Print Security Threats SMBs Face
1. Unsecured Devices on the Network
Many office printers are installed with factory-default settings, including open ports and weak administrative credentials. If left unchanged, cybercriminals can access these devices remotely, gaining a foothold into the network.
2. Print Job Interception
Unencrypted print jobs can be intercepted while traveling across the network. This means that confidential documents can be stolen before they even reach the printer. In industries like legal services, healthcare, and finance, this can lead to compliance violations and data breaches.
3. Abandoned Print Jobs
One of the simplest but most common security risks is employees leaving printed documents in the output tray. Unauthorized individuals can easily collect sensitive materials, leading to potential data leaks.
4. Firmware Exploits and Outdated Software
Printer firmware is rarely updated in many businesses, leaving devices vulnerable to security exploits. Attackers often look for outdated firmware to install malicious code, turning printers into persistent threats within the network.
5. Unauthorized Access via Cloud Print Services
Cloud-based print solutions make printing easier, but without proper security controls, they can become an open door for hackers. If print services are misconfigured, outsiders could gain access to confidential documents or manipulate print jobs.
How Print Security Is Evolving in 2025
As cyber threats continue to evolve, so do print security measures. Businesses are taking a more proactive approach to securing their print environments with the following advancements:
1. Zero Trust Printing
The traditional model of trusting internal devices by default is being replaced with a Zero Trust approach. In 2025, businesses are implementing strict authentication and access controls for every print job, ensuring that only authorized users can send and retrieve documents.
2. Stronger Encryption and Secure Print Release
Encryption is becoming standard in print security, ensuring that documents remain protected during transmission. Additionally, more SMBs are adopting secure print release methods—requiring employees to enter a PIN, swipe an ID card, or use biometric authentication before a document is printed.
3. More Integrated Security Policies
Rather than treating printers as standalone devices, SMBs are integrating print security into their broader IT policies. Printers are now subject to the same security standards as other networked devices, with regular monitoring and security patches applied.
4. Regulatory Compliance Driving Stricter Security
Governments and industries are tightening regulations around data protection. Businesses that fail to secure print environments may face hefty fines or legal consequences. In 2025, security and compliance go hand in hand.
Best Practices for SMBs to Secure Their Print
1. Change Default Credentials & Enable Authentication
The first step in securing office printers is changing factory-default passwords and enabling user authentication. This prevents unauthorized access and ensures that only employees can send print jobs.
2. Implement Secure Print Release
Requiring users to authenticate before printing ensures that sensitive documents don’t sit unattended in printer trays. Methods such as PIN codes, ID badge authentication, or mobile release solutions add an extra layer of protection.
3. Encrypt Print Jobs and Use Network Segmentation
To prevent data interception, businesses should enable encryption for all print traffic. Additionally, placing printers on a separate network (VLAN) limits exposure and prevents attackers from using them as gateways to more critical systems.
4. Keep Firmware and Software Updated
Printer manufacturers release regular firmware updates to fix security vulnerabilities. SMBs should establish a routine for updating all print devices to prevent exploitation.
5. Restrict Access to Authorized Users
Role-based access control ensures that only employees who need to print specific types of documents have the necessary permissions. For example, HR staff may have access to payroll documents, but general employees should not.
6. Monitor Print Activity with Security Audits
Using print management software allows SMBs to track who prints what, when, and where. Suspicious print activity can indicate a security threat, helping businesses respond before a breach occurs.
7. Work with a Managed Print Provider
For SMBs with limited IT resources, partnering with a Managed Print Services (MPS) provider can simplify print security. MPS providers help monitor and enforce security policies while ensuring devices remain up to date.
Secure Your Printers, Secure Your Business
Print security is a important part of business cybersecurity. SMBs can no longer afford to leave printers unprotected while focusing on more obvious threats. In 2025, securing the print environment means preventing cyberattacks, protecting sensitive data, and staying compliant with changing regulations.
By implementing secure authentication, encryption, firmware updates, and proper access controls, SMBs can reduce print-related risks and ensure their business remains protected.
A modern business approach to security must include every network-connected device, and that includes your printers. Don’t let outdated security practices put your business at risk, take action now and make print security a priority in 2025.
About United Business Systems
United Business Systems specializes in simplifying the complexity and management of office technology solutions for over 7,800 organizations nationwide. Services include Managed Print, Document Management and IT Services. Products include MFPs, Copiers, Printers and Wide Format Printers. UBS’s headquarters is in Fairfield, NJ with branch offices in Moorestown, NJ, Manasquan, NJ and New York.For the latest industry trends and technology insights visit UBS’ main Blog page.
