Why Printer Security should be a concern and our tips

The Overlooked Weak Link in Business Cybersecurity

When business owners think about security, they focus on email, laptops, and phones. Printers rarely get a second thought. But at Commercial Networks, we know ignoring printer security leaves a serious gap.

It’s a bit like locking your front door but leaving the windows wide open. Today’s printers aren’t just basic devices, they’re networked computers with storage, remote access, and cloud features. All of which make them attractive to cybercriminals.

Why Printer Security Deserves Your Attention

Printers can hold a surprising amount of sensitive information, from tax files and payslips to client records. Hackers who gain access can:

Intercept print jobs in transit
Retrieve stored documents from the printer’s hard drive
Use the device as a backdoor into the wider network

This isn’t just theory. Cybercriminals actively exploit overlooked endpoints to steal data, launch attacks, or move laterally across business networks.

Eight Practical Steps to Improve Printer Security

If you’ve just realised the risk, don’t panic. Here are eight practical tips to strengthen printer security in your workplace:

Change Default Settings
- Many things can make a printer vulnerable to cyber threats and security breaches. So, you want to get the basics right to ensure the attacks don’t happen to you.
- To start with, make sure to change the default password on your printer. Since anyone can access a printer remotely, a simple “123456” code won’t suffice. We often see multifunction copiers installed by photocopier companies left with the passwords set to the default.
- Second, make sure you’re using your own internet router to print files remotely. Never connect to “Guest” networks.
Check Print Trays
- This one is a no-brainer, but everyone could use it as a reminder. Make sure to check your print trays and get rid of unused pages carrying sensitive information. There is nothing worse than printing employee contracts only for a member of staff to happen to pick it up by accident.
- Alternatively, you can get a shredder for your office and shred the papers you don’t want anyone to see. Many companies outsource there shredding needs, if your business needs a company to carry out this function take a look at Evastore.
Update Firmware
- Invest time and effort to ensure that your malware and firmware protection are up to date and can handle all types of hacks. The firmware is the Windows on your computers, it is basically an operating system and as the manufacturers come across security holes, they release new versions of the operating system i.e. firmware which needs loading.
- The good news is that many printers come with pre-built malware protection.
- HP, for example, installs the HP “SureStart” software in their printers that monitors approaching targets when the printer is on. The software can shut down the device if an attack comes its way. This is a great way to prevent attacks from spreading further within the network.
Limit Network Access
- Unprotected printers in a network are an extremely easy target for cybercriminals. Sure, businesses and offices require printers to access networks to perform remote prints. But if you can do the job by disabling the network access, make sure you do that.
- If not, tweak the printer and network settings to only allow the device to take print jobs from networks you trust. This will help avoid outside interference and security breaches.
Install Updates Regularly
- Updating a printer is equally as important as updating your phone to the latest software. Much in the way iOS developers look for bugs and fix them in a new update, printer manufacturers work toward known device vulnerabilities and update the software for added protection.
- Look for printer updates so you can easily overcome known threats to the printer. Ideally, update your printers every quarter to get the most out of the security benefits.
Use a Firewall
- If you run an office, chances are you already have a firewall. But in case you missed this requirement, now’s the time to do it.
- Using a reliable firewall helps keep printers safe from cybercriminals.
- Your computers most likely come with pre-built firewalls, and all you need to do is keep them enabled. But there are also specialised firewalls for homes and offices that offer advanced security and make it virtually impossible for anyone to break in.
Encrypt Storage
- Printers with shared networks can perform distance printing. When a print job is in transit and travels from a computer to a printer, hackers can intercept the data and exploit it. To keep this from happening, encrypt your print jobs. Make sure the sensitive data on your printer’s hard or internal drive is encrypted as well.
- Keep in mind that when you print a document, that file is often stored as an image within the printer and makes it an easy target for hackers. It’s why you should use an encryption tool to protect your data. Luckily, many modern printers have this tool pre-built.
- You can use the tool to set up a secure password that allows printer storage encryption, remove user IDs and ex-employee access, delete documents from the print queue once they’re printed, and much more.
Educate Staff
- If you work in an office, chances are you aren’t the only person using the printer. Everyone that has access to it needs to be aware of the responsibilities that come with its usage. Make sure to talk to your employees about ways to ensure both the physical and virtual safety of the printers.
- Your staff should also be careful when using their mobile devices to print, as smartphones are easier to hack. Explain to them what phishing scams are and how they can avoid being the victim.
- Finally, make sure it’s clear to them how they can use confidential information in your company

Why It Matters More Than Ever

Printers may look harmless, but they’re part of your wider IT ecosystem. Leaving them unprotected undermines your business cybersecurity strategy. Just one overlooked endpoint could expose confidential files or even allow an attacker to infiltrate client systems.

The good news? Securing your printers isn’t complex, but it does require regular attention. Think of it as adding another layer of defence to your organisation.

Keep Cybercriminals Out of Your Printers

Your printers are no longer “just office equipment”, they’re computers that demand the same protection as every other device. From encryption to employee awareness, improving printer security helps close a hidden vulnerability.

📞 Need tailored advice? At Commercial Networks, we help SMEs protect every endpoint, including the ones you didn’t think needed it. Get in touch today for a free 15-minute chat about tightening your security setup.