Top 10 Tips for Protecting Your Office Printers

While we invest significant resources in safeguarding our networks and computers, office printers are often overlooked. However, keeping office printers secure is essential to protect sensitive information and prevent unauthorized access.

Here are some practical and easy ways to safeguard your printers:

• 1. Secure Network Connection: Ensure that the printer is connected to a secure network. Implement strong network encryption protocols such as WPA2 or WPA3 to safeguard data transmission between devices.
  2. Update Firmware: Regularly update the printer’s firmware to patch any existing vulnerabilities. Check the manufacturer’s website or the printer’s control panel for firmware updates.
  3. Strong Passwords: Change the default login credentials of the printer’s administrative interface and set strong, unique passwords. Avoid using common or easily guessable passwords.
  4. User Authentication: Enable user authentication features on the printer. This ensures that only authorized users can access printing functions and prevents unauthorized individuals from using the device.
  5. Firewall Protection: Configure a firewall to restrict access to the printer’s network ports. This helps prevent unauthorized access and potential attacks.
  6. Physical Security: Keep the printer in a secure area, accessible only to authorized personnel. If possible, lock the printer room or use security cameras to monitor the printer’s location.
  7. Secure Printing: Implement secure printing features, such as “pull printing” or “follow-me printing.” This requires users to authenticate themselves at the printer before their print jobs are released, preventing unauthorized access to printed documents.
  8. Regular Maintenance: Perform regular maintenance on the printer, including cleaning out memory storage and disposing of old print jobs containing sensitive information.
  9. Document Disposal: Properly dispose of printed documents that contain confidential information. Use shredders or secure disposal methods to prevent unauthorized access to discarded documents.
  10. Employee Awareness: Educate employees about the importance of printer security. Train them on best practices such as not leaving sensitive documents unattended on the printer and being cautious when printing confidential information.

While office printers may often be overlooked in terms of cybersecurity, they are just as vulnerable to potential threats as our networks and computers. Printer security should be an important part of your overall cybersecurity posture, and investing time and effort in safeguarding your printers will pay off in the long run.

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.