Top 5 Printer Security Best Practices for SMBs To Take Advantage of Now

In the rush to ensure laptops, servers and mobile devices are installed with top level security measures, printers rarely make the cybersecurity highlight reel. After all, they’re just there to spit out paper, right? Think again. In today’s digital age, printers are more like tiny data vaults on your network, and if left unprotected, they can quickly become a hacker’s dream come true.

What’s more, the stakes are now higher than ever, with increasing reliance on connected devices and more sensitive information flowing through office networks. A single unsecured printer can jeopardize an entire business. But here’s the good news: securing your printers doesn’t have to be complicated or time-consuming. With a few strategic best practices, you can significantly reduce risk and strengthen your overall cybersecurity.

Although SMBs should be on high alert, don’t worry—it’s not all doom and gloom. Protecting your printers can be straightforward if you know where to start. Here are five essential steps to protect your business from unexpected printer vulnerabilities, as outlined in the latest e-book by Novatech, Print Security in 2024: A Wake-Up Call for SMB Business Leaders.

Stay Ahead of Vulnerabilities

Firmware is like your printer’s operating system, quietly running the show behind the scenes. But if it’s outdated, it’s like leaving your front door wide open for hackers. Bugs and vulnerabilities in outdated firmware can give cybercriminals a foothold into your network, potentially exposing sensitive data.

The fix is simple: Update your printer’s firmware regularly. Enable automatic updates where possible or set up a routine schedule to ensure you’re always running the latest version. Many modern printers allow for automatic firmware updates, simplifying the process even further.

Why it matters: Outdated firmware isn’t just a nuisance—it’s a security gap. Regular updates are your printers’ best defense, keeping them equipped with the latest protections and ensuring your network stays secure.

Action tip: Create a dedicated schedule for checking firmware updates across all devices. Even better, consider investing in a Managed Print Services (MPS) provider to handle updates for you.

Keep Access Exclusive

Unrestricted access to printers opens the door to misuse, accidental data exposure, or even malicious activity. Implementing strong user authentication ensures that only authorized individuals can print, scan, or access sensitive functions.

Start simple with PIN codes or password-protected printing. For businesses with more stringent security needs, multi-factor authentication (MFA) offers added protection. Options like badge access, smart cards, or authentication via mobile devices can help secure your printers further.

Why it matters: Without proper access controls, your printers could become an unexpected entry point for security breaches. By limiting who can use which features, you reduce risk and tighten your overall data security.

Pro tip: Customize permissions based on roles or departments. For example, allow color printing only for marketing or limit scan-to-email access to authorized personnel. Tailoring access not only enhances security but also helps control costs.

Protect Data in Transit and at Rest

Printers handle a surprising amount of sensitive data, from payroll documents to client contracts. Without encryption, this data can be intercepted by cybercriminals as it moves through your network or sits in your printer’s memory.

Encryption ensures that even if hackers intercept the data, they can’t read or use it. Look for printers that support secure protocols like HTTPS, WPA3, or end-to-end encryption for print jobs. Additionally, ensure stored data on the printer’s hard drive is encrypted and wiped periodically.

Real-world scenario: Imagine a legal firm printing confidential case files without encryption. A hacker could intercept the data mid-transit, leading to compliance violations and damaged client trust.

Quick fix: Enable encryption settings on your printer and network. If you're unsure how, consult your printer’s manual or IT support.

Control Who Can Reach the Printer

An open network connection is like leaving your office door wide open. Printers should only be accessible to authorized users and devices within your network. Start by disabling unused protocols like Telnet or FTP, which hackers often exploit.

Next, configure your network to limit access. Network segmentation, for example, creates isolated zones within your network, ensuring that even if a printer is compromised, the breach won’t spread to other critical systems.

Practical advice: Firewalls are your best friend here. Use them to restrict printer access to specific IP addresses or devices, and regularly monitor access logs for unusual activity.

For larger SMBs: Consider integrating printer security with your overall cybersecurity strategy using tools like Security Information and Event Management (SIEM) systems.

Catch Issues Before They Escalate

Cybersecurity isn’t a one-and-done task—it requires ongoing vigilance. Conduct regular printer security audits to identify potential vulnerabilities and address them before they escalate into full-blown breaches.

Your audit checklist should include verifying firmware updates, reviewing access controls, and checking for any unusual activity in access logs. For added protection, partner with an MPS provider or cybersecurity consultant who can perform more comprehensive assessments.

Why it matters: Printers are often overlooked in broader cybersecurity plans. Regular audits ensure they remain a priority, catching potential issues early.

Bonus tip: Incorporate your printer audit into your overall IT security review to save time and improve efficiency.

Take a Proactive Approach

If you’ve made it this far, you’re well on your way to becoming a print security pro! By following these five practices, you’re not just securing your printers—you’re safeguarding your entire business. Print security might seem small, but it plays a huge role in keeping your company safe and your data secure. And if you invest in Sharp copiers and printers, you know you’re getting a device that was built to tackle cybersecurity challenges.

Ready to dive deeper? Download the full e-book: Print Security in 2024: A Wake-Up Call for SMB Business Leaders or visit our webpage to learn more.