Did you know that your printers could pose a significant security risk? Since printers are frequently overlooked in security protocols, they become an easy entry point for cybercriminals to launch broader attacks, making their protection crucial for maintaining overall network security.
Here are our top 10 printer security tips to make sure your office printers are protected and your data stays safe.
1. Secure Network Connections: Every printer should connect to a secure, encrypted network. Employ strong, unique passwords for Wi-Fi access, and make it a habit to update these passwords regularly. This simple step can significantly reduce unauthorized access risks.
2. Regular Firmware Updates: Printer manufacturers frequently release firmware updates to address security vulnerabilities. Keeping your printer’s firmware updated is crucial. Schedule regular checks for updates and ensure they are installed promptly, minimizing exposure to known threats.
3. Enable User Authentication: Implementing user authentication requires employees to log in before accessing printer functions. This not only helps in tracking usage but also prevents unauthorized printing, safeguarding sensitive documents from prying eyes.
4. Implement Access Controls: Restrict access to printers based on user roles within the organization. By setting permissions, you can control who can print, scan, or access certain documents, thereby reducing the risk of data leaks from unauthorized personnel.
5. Monitor Printer Activity: Utilize printer management software to log and monitor all printing activities. This tool can help you detect unusual patterns or unauthorized access attempts, enabling swift action to mitigate potential breaches.
6. Disable Unused Features: Review and turn off any printer features or ports that are not in use. Unnecessary features can serve as entry points for cyber threats. Disabling them reduces the attack surface, making your printers more secure.
7. Secure Print Release: Implement secure print release solutions, requiring users to authenticate at the printer to release jobs. This not only prevents sensitive documents from being left unattended but also ensures that only authorized individuals access printed materials.
8. Conduct Regular Security Audits: Periodically review your printer security settings and practices. Conducting audits helps identify vulnerabilities and ensures that your security measures are up to date, aligning with the latest security standards.
9. Train Employees: Regular training sessions for employees on printer security best practices are essential. Educate them on the importance of protecting sensitive information and the protocols in place to safeguard it. An informed team is a crucial line of defense against security breaches.
10. Physical Security: Position printers in secure locations with controlled access. This prevents unauthorized individuals from tampering with the devices or accessing confidential documents. Physical security is a fundamental yet often overlooked aspect of printer security.
Securing your office printers involves a comprehensive approach that encompasses network security, regular updates, employee training, and vigilant monitoring. With these tips, you can transform your printers from potential liabilities into fortified assets, safeguarding your organization’s data integrity and confidentiality. Regular maintenance and a proactive security strategy are vital in maintaining a robust defense against emerging threats, ensuring that your printers are as secure as any other part of your IT infrastructure.
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.
