Printer Security: How to Protect Your Printer from Cyber Threats

In today’s connected world, printers are no longer just standalone devices; they are often networked and can store and process sensitive data. This shift brings significant benefits but also exposes them to cyber threats. This guide provides insights into the risks associated with networked printers and offers actionable steps to safeguard them against cyber threats, helping you secure your data and protect your network.

Top Strategies to Protect Your Printer from Cyber Threats:

1. Change Default Settings and Use Strong Passwords:

One of the easiest steps for securing a printer is changing the default settings.  Changing the default credentials to a strong, unique password immediately increases security.

• Use Complex Passwords: A strong password should include a combination of letters, numbers, and symbols.
• Regularly Update Passwords: Change your printer’s password periodically to mitigate the risk of unauthorized access.

2. Enable Network Encryption:

Encryption adds a layer of protection by scrambling data so it’s only accessible to authorized users. Enabling encryption on your printer ensures that sensitive data cannot be easily intercepted.

• Use SSL/TLS Encryption: Enable SSL/TLS on your printer to encrypt data sent between the printer and connected devices.
• Implement WPA3 on Wi-Fi Networks: If your printer connects to Wi-Fi, secure it with WPA3, the latest Wi-Fi encryption standard, to reduce the risk of wireless interception.

3. Update Firmware and Software Regularly:

Printer manufacturers release updates to patch security vulnerabilities, enhance performance, and add new features.

• Set Up Automatic Updates: Enable automatic updates if possible, or manually check for updates from the manufacturer’s website.
• Monitor Manufacturer Alerts: Subscribe to manufacturer alerts or newsletters to receive notifications on security patches and firmware updates.

4. Control Access with User Authentication:

User authentication ensures that only authorized users can access the printer, preventing unauthorized access and misuse.

• Use PIN Authentication: Enable a PIN or password that users must enter before printing sensitive documents.
• Implement Role-Based Access Control: Limit access to certain features or documents based on user roles. For example, only IT staff can manage printer settings, while general employees can only print.

5. Disable Unused Protocols and Services:

Many printers come with a variety of protocols enabled by default, which may be unnecessary and can increase vulnerability.

• Disable FTP and Telnet: If your printer doesn’t require FTP or Telnet, turn them off, as these protocols are often exploited by hackers.
• Turn Off Remote Management: If you don’t need to manage your printer remotely, disable remote management features to minimize exposure.
• Limit Access to Known IP Addresses: Configure your printer to accept commands only from specific IP addresses to further control who can access it.

6. Use Print Release Solutions:

Print release, also known as secure print or pull printing, holds print jobs in a secure queue until the authorized user releases them at the printer. This method minimizes the risk of confidential documents being left unattended in the printer tray.

• Implement a Secure Print Queue: Users send print jobs to a secure server and must authenticate at the printer to release their documents.
• Consider Biometric or Card Authentication: Some advanced printers support biometric or card authentication for additional security.

7. Monitor Printer Logs for Suspicious Activity:

Regularly reviewing your printer’s logs can help identify unusual activity, such as multiple failed login attempts or print jobs from unknown devices.

• Set Up Automated Alerts: Enable alerts for suspicious activity, such as repeated access attempts or unauthorized print jobs.
• Conduct Regular Audits: Review the printer’s log files periodically to identify patterns or security breaches.

8. Isolate Your Printer Network:

For businesses with sensitive information, isolating the printer network from the main network can limit the risk of a printer-related cyberattack affecting other systems.

• Set Up a Separate VLAN: Place printers on a separate virtual LAN (VLAN) to keep them isolated from other critical systems and devices.
• Restrict Internet Access: Limit printers’ internet access if it isn’t required, as this reduces exposure to external threats.

Advanced Security Measures for High-Security Environments:

In high-security environments, such as government facilities, healthcare organizations, and financial institutions, further steps can be taken to enhance printer security:

• Implement Data Wiping Protocols: Configure printers to automatically wipe memory storage after each job, reducing the risk of data retention.
• Use Encrypted Hard Drives: For printers with built-in storage, opt for encrypted hard drives that prevent data theft in case of device theft.
• Conduct Regular Security Assessments: Regularly assess printer security as part of your overall cybersecurity strategy, identifying potential vulnerabilities and implementing necessary patches.

The Role of Employees in Printer Security:

Employee awareness is also essential to printer security. Educate users on security best practices, such as:

• Recognizing Phishing Attacks: Train users to spot phishing attempts that could compromise printer credentials or access settings.
• Using Print Release for Sensitive Documents: Encourage users to use print release functions to protect confidential information from being left unattended.
• Reporting Suspicious Activity: Instruct employees to report any unusual printer activity, such as unexpected document output or error messages, to IT.

Conclusion: Securing Your Printer to Protect Your Data and Network:

Printers are a critical component of many businesses, and their security should be treated with the same importance as other networked devices. By taking steps such as updating firmware, controlling access, using encryption, and enabling secure printing, you can safeguard your printer from cyber threats and protect your valuable data.

As technology evolves, so too do the threats targeting networked devices, making it essential to stay proactive with printer security. By understanding the potential vulnerabilities and taking a comprehensive approach, you can prevent costly data breaches and ensure a secure, efficient workflow.