How to improve the security of your office printing

2023-10-20 16:56:57

In today's digital age, where data breaches and cyberattacks are on the rise, securing your office printing environment is critical. Many businesses underestimate the potential security risks associated with their printers and multifunction devices. 

In this comprehensive guide, we'll explore the steps you can take to enhance the security of your office printing and protect sensitive information from falling into the wrong hands.

1. Secure Your Network

Your office printers are often connected to your network, making them potential entry points for cyberattacks. To secure your networked printers:

  • Change Default Passwords: Change default login credentials to strong, unique passwords.
  • Implement Network Segmentation: Isolate your printers on a separate network from your critical data systems to limit access./li>
  • Use Encryption: Ensure that data transferred between your computers and printers is encrypted to prevent eavesdropping.

 

2. User Authentication

Implement user authentication to ensure that only authorised personnel can access the printer:

  • User Codes or PINs: Require users to enter a code or PIN at the printer to release their print jobs.
  • Biometric Authentication: Explore advanced options like fingerprint or retina scans for added security.

 

3. Secure Printing

Secure printing ensures that sensitive documents aren't left sitting in the output tray for anyone to access:

  • Pull Printing: Implement pull or release printing, which requires users to authenticate at the printer before documents are printed.
  • Hold Print Jobs: Set printers to hold print jobs until the user is physically present at the device.

 

4. Implement Access Control

Control who can access and manage your printers:

  • Role-Based Access Control (RBAC): Assign roles and permissions to employees to limit access to printer settings and functions.
  • Restrict Admin Access: Limit administrative access to only those who require it.

 

5. Regular Firmware Updates

Keep your printer firmware up to date to patch security vulnerabilities:

  • Automatic Updates: Enable automatic firmware updates to ensure your devices are protected against the latest threats.

 

6. Data Encryption

Encrypt data stored on your printer's hard drive:

  • Full Disk Encryption: Enable full disk encryption on your printer to protect stored data from unauthorised access.

 

7. Printer Auditing and Logging

Enable auditing and logging features to track printer activities:

  • Event Logging: Monitor printer logs for unusual or suspicious activities.
  • Audit Trails: Keep audit trails of print jobs to trace any unauthorised access or data breaches.

 

8. Secure Disposal

Dispose of old printers and multifunction devices securely:

  • Data Erasure: Ensure that all data is wiped from the device's storage before disposal.
  • Certified E-Waste Disposal: Use certified e-waste disposal services to properly dispose of old devices.

 

9. Employee Training

Educate employees about the importance of printer security:

  • Security Protocols: Train employees on security protocols related to printing and document handling.
  • Phishing Awareness: Teach employees to recognise and report phishing attempts related to printers.

 

10. Partner with a Managed Print Services (MPS) Provider

Consider partnering with an MPS provider, like Daisy Business Solutions, that specialises in printer security:

  • Expertise: MPS providers have the expertise to implement the latest security measures and ensure your print environment is secure.
  • Ongoing Monitoring: MPS providers can monitor your print environment for security threats and respond proactively.

 

Strengthen Your Office Printing Security with Daisy Business Solutions

Enhancing the security of your office printing is crucial to protecting sensitive data and preventing security breaches. Daisy Business Solutions specialises in printer security and can help you implement robust security measures in your print environment.

Contact Daisy Business Solutions today to discuss how our expertise in printer security can safeguard your sensitive information and ensure that your office printing is secure from potential threats. Your data's safety is our top priority.