Printer Security Risks and Best Practices

Understanding Printer Security

Many IT teams overlook the importance of printer and network security. Unprotected printers, including multifunction printer (MFPs), pose serious security risks for businesses, consumers, and employees. According to HP’s 2023 State of Printer Security report, a survey of 440 organizations revealed that over 50% had experienced an IT security breach, including print security, within the last 12 months. HP also found that printers are now “68% more likely to be the source of an external threat or breach than it was in 2016.”

Cyberattacks and data breaches are not just worst-case scenarios for any company; they are potential disasters. The logistical nightmare that follows a data breach typically includes paying hefty fines, dealing with regulators and auditors, losing customer trust, and nonstop PR problems. These breaches almost always lead to the loss of thousands, if not millions, of dollars. The stark reality is that a data breach could put some organizations out of business permanently.

Thankfully, there are plenty of ways to protect yourself, your company, your employees, and your customers. The bottom line is that organizations can no longer afford to overlook print devices in their overall IT cybersecurity strategy.

Can a Printer Lead to a Data Leak?

For those who have wondered, “Do printers store data?” or “Do printers have memory?” it’s important to note that a printer indeed stores memory and can cause a data leak if not properly secured. These are some of the common types printer hacking attacks:

• Man-in-the-Middle (MITM): Cyber attackers exploit a network weakness and intercept print jobs sent over the network before they reach the printer
• Firmware Exploitation: Hackers take advantage of outdated printer firmware to access the device, sensitive documents, and/or gain entry to the rest of the network
• Default Password Exploitation: Many printers come with a default password from the manufacturer, which hackers can easily find online and use to gain unauthorized access to the printer and network.

 

The Risks of Hacked Printers

Printer Hacking can cause significant damage, as demonstrated in the following real-life instances:

• 2016 College Campus Hack: 50,000 anti-Semitic, racist, and anti-LGBTQ fliers mysteriously appeared on printer trays at colleges across the nation (Washington Post).
• 2008 Heartland Payment Systems Hack: Information from 134 million personal debit and credit cards was exposed using spyware (Forbes).
• Widespread Printing Security Risks: 63% of surveyed businesses say they’ve experienced at least one print-related security breach (Infosecurity Magazine).

 

Compliance and Print Security Standards

In order to uphold data privacy, organizations across industries must adhere to various compliance requirements. Common regulations include:

• General Data Protection Regulation (GDPR): Businesses in all industries operating in the European Union must protect and store personal data through secure means, including during printing activities.
• Health Insurance Portability and Accountability Act (HIPAA): Healthcare organizations must securely store and manage protected health information documents.
• Sarbanes-Oxley (SOX) Act: Financial institutions must meet Sarbanes-Oxley Act financial reporting, auditing, and data security requirements, including when printing or copying.

 

Avoid these six mistakes businesses make with their printers.

Printer Vulnerabilities and Risks

The primary functions of printing and scanning important documents make printers ripe for cybercriminals’ targeting. Just think about how many companies and individuals print out documents with large amounts of sensitive information, including tax forms, financial statements, medical information, employee data, etc. All of that information is sent through the printer, making it surprisingly easy for a savvy printer hacker to intercept.

• Unsecured Network Access
• Mobile Printing
• Lack of Encryption for Stored Data
• Outdated Firmware
• Default Credentials and Security Configurations
• Unnecessary Services and Entry Points
• Unauthorized Access and Lack of Monitoring

 

As technology evolves and hackers’ tactics become more sophisticated, printer vulnerabilities are only increasing. As reported by Quocirca, 53% of IT decision-makers surveyed say it’s becoming more difficult to keep up with print security challenges and demands.

Unsecured Network Access

When a printer’s network connection is not secure, the data stored on its hard drive may be accessible to bad actors outside of the organization. Attackers may be able to view, manipulate, or print documents stored in the queue, putting sensitive information stored in these devices at risk.

Risk: Unauthorized Printing Activity

In 2022, cybersecurity experts at Cybernews conducted a high-profile demonstration highlighting the common security vulnerabilities in unsecured printers. While their intent was not malicious, they successfully hijacked nearly 28,000 printers worldwide.

Instead of causing harm, the team used the opportunity to print out a five-step guide to help users secure their devices. This awareness campaign about the risks associated with unsecured printers underscored the importance of implementing proper security measures for all connected devices.

Mobile Printing

According to some estimates, mobile printing is expected to grow at a compound annual growth rate of 16.77% until 2026. Mobile print options are incredibly convenient as remote work becomes increasingly popular. However, mobile printing can also pose serious risks. Each connected device opens up a new entry point for an eager hacker. Malicious cybercriminals seek out these opportunities since many mobile devices aren’t adequately secured.

Risk: Malware Attacks

Let’s say an employee uses her mobile device to print a report via an app on her phone. Unbeknownst to her, the app developer secretly created malware to infect the mobile device. From here, the malware attaches itself to a cloud print job and then makes its way to a networked printer. Once inside the printer, the hacker can access the business’s entire network, effortlessly bypassing firewall and intrusion detection.

Lack of Encryption for Stored Data

If you store queued documents on a built-in hard drive or flash memory, the printer can retain copies of the documents – even when the printer has been turned off. So, if someone accesses a printer where data is not encrypted, they may be able to hack into the printer’s operating system and view documents containing sensitive information.

A lack of encryption is among the vulnerabilities highlighted in a 2018 study by HP, which estimated that less than 2% of business printers are secure, even though they are 68% more likely to be a source of an external threat or breach compared to 2016.

Risk: Unauthorized Access to Stored Print Jobs

In January 2023, TechRadar reported that printer manufacturer Lexmark recommended customers update their printers’ firmware after it was discovered attackers could exploit a remote code execution to gain access to print job queues and other devices on their network. More than 100 printer models were at risk.

Outdated Firmware

A printer’s firmware can become outdated, especially for older devices, meaning it can no longer defend against modern cybersecurity risks. Firmware should be continually updated to protect against evolving threats and ensure your device has the most up-to-date security features and patches. Otherwise, sophisticated fraudsters can exploit these vulnerabilities to hack the device.

Risk: Malicious Remote Code Execution

In 2022, HP announced that around 250 of its printer models were at risk of a security hole that would allow hackers to execute arbitrary code on the devices remotely. While HP released firmware updates to remedy the issue, previous versions that were not updated became outdated and still susceptible to the threat. Organizations that responded slowly to the firmware update were at a significant risk.

Default Credentials and Security Configurations

Every manufacturer sets a default password for printers and copiers, allowing IT teams to initially access and set up the system. Surprisingly, many businesses never change the default password despite this causing a severe printer vulnerability. Default passwords, which are published on the manufacturer’s website, are easy for anyone (including hackers) to locate. This easily preventable printer security mistake gives criminals convenient access to your print devices and network.

Risk: Unauthorized Printer Access

The default settings on most print devices often need additional configuring. Did you know there are more than 250 security settings on modern print devices? Without the proper setup, the only thing standing between a hacker and access to your entire network is one password. All they would need to do is search for the default password for your printer model, and they could have remote access to your device and stored documents with minimal effort.

Unnecessary Services and Entry Points

Printers often come with unnecessary services that aren’t relevant to users. These extra services might include AppleTalk, Telnet, or IPP, where applicable. Having these on your device may seem harmless, but they provide additional entry points for hackers. Though only some know their security risks and it is a best practice to do so, many don’t turn off unused printer services or protocols.

Risk: Expanded Attack Surface

Leaving unnecessary services enabled on your print devices creates a larger attack surface for cybercriminals to exploit. Attackers may gain unauthorized access to the printer or network through these entry points, putting the sensitive documents and data stored in the device at risk.

Unauthorized Access and Lack of Monitoring

Organizations may think regularly monitoring print logs and activities is optional. On the contrary, it’s an essential method to avoid exposure to several risks. A 2020 study by IBM reports that the average time to identify a breach is 228 days. With more diligent monitoring, however, these incidents can be caught in less time.

Although it can be a time-consuming and tedious task, organizations must monitor and log print activities to detect unauthorized access to print devices or suspicious activities with sensitive information.

Risk: Insider Threats

A common security myth is that security risks only come from outside the organization.Bad actors inside the organization, however, can produce just as much–if not more–damage.

An employee may print a report containing sensitive customer information but forget to pick it up off the tray. If a malicious employee notices the unattended document, they may decide to copy or take the printed report for themselves. Without proper monitoring, this security breach could go unnoticed until the bad actor chooses to exploit the data on the report.

Use our FREE 5-point printer security checklist to review your fleet.

Network Printer Security Best Practices and Tips

Every year, technology becomes more sophisticated, including print industry tech. As printer and network security advances, however, so do hackers’ methods to infiltrate a company’s systems.

Stay current with these security tips and tricks to ensure your printer and document security is safe and secured from a potential breach.

• Secure Your Wireless Printers
• Encrypt Your Hard Drives
• Restrict Printer Access to Private Networks
• Place Your Printers Behind a Firewall
• Install Malware Defenses
• Use Printer Software for Authentication and Authorization
• Use Secure Printing Methods, Like Pull Print
• Change Your Default Password During Installation
• Keep Firmware Updated (Quickly)
• Monitor and Log Printing Activities
• Prevent Tampering with Printer Hardware
• Securely Dispose of Old Printers and Wipe Data
• Don’t Leave Documents on the Output Tray (Educate Your Team)
• Explore the Advantages of Self-Healing Printers

 

Secure Your Wireless Printers

Wireless printing security takes more setup than standard wired printers. To secure your wireless printer, make sure to update the default security settings, set a strong password, enable print logs, and frequently update firmware to protect against vulnerabilities.

Encrypt Your Hard Drives

Like laptops and computers, modern printers have hard drives that store significant amounts of data. The most secure print devices have encrypted hard drives, making it much more difficult for hackers to access any confidential information stored on them.

Restrict Printer Access to Private Networks

Don’t allow printers within your organization to connect to a public network. On a private and secure network, printers are less at risk of a breach or attack. Limiting printer access to a private network can prevent unauthorized access to stored print jobs and block devices from users outside the organization.

Place Your Printers Behind a Firewall

Install and regularly update the firewalls on every one of your print or copier devices. Firewalls filter incoming and outgoing traffic to a device and can block internet traffic that has not been specifically requested.

Install Malware Defenses

Many high-security printers on the market today have built-in malware protection, though you can also buy additional software to further boost your printer security. These systems monitor threats during startup to validate the printer’s digital signature, preventing malicious attacks. They will even shut down the device if they detect anything dangerous.

Use Printer Software for Authentication and Authorization

The following printer software solutions can help companies mitigate printing security risks:

• HP Security Manager: Allows companies to set up distinctive security parameters and policies to print devices, sending an alert if there’s anything suspicious
• PaperCut: Secures print jobs on device until users have verified their identities
• PrintLogic: Integrates with leading identity providers to verify authorized users accessing print devices

 

 

Change Your Default Password During Installation

A new printer arrives with default security settings and a password that is easily accessible online. Don’t give villains an easy target; change the password as quickly as possible.

Keep Firmware Updated (Quickly)

Always install printer manufacturers’ firmware patches–and install them quickly! When manufacturers alert you to new security patches, hackers and those who wish to harm you receive that same alert. This means that waiting even a day leaves a gaping window of opportunity for potential attacks.

Monitor and Log Printing Activities

Print logs allow you to track user access and login attempts. More importantly, it might be the only way you’ll notice if your printer (and network and data) are compromised. Regularly monitoring print logs to catch suspicious activity before a hacker can do damage is one of the best copier and printer security strategies.

Use Secure Printing Methods, Like Pull Print

Pull printing helps secure print jobs and prevent them falling into the wrong hands. When pull printing is implemented, a user sends their print job to a site-wide queue rather than one designated device. Upon successful authentication, they can collect their print job from any device.

 

Prevent Tampering with Printer Hardware

Printer security can be compromised by physical damage and tampering, not just through cloud print security risks. To prevent printer tampering, store devices in secure locations with restricted access, such as a private room or media closet.

Securely Dispose of Old Printers and Wipe Data

When you’re ready to upgrade your device, wipe the old printer’s memory and destroy the hard drive. Securely disposing of old printers eliminates the chance that someone could access the sensitive data stored on them. Recycle or dispose of the outdated device at a trusted location.

Don’t Leave Documents on the Output Tray (Educate Your Team)

Proper team training is an integral part of defending against print security threats. Frequently educate and update your team on printing best practices, like promptly gathering print jobs from the output tray. Policies around promptly collecting documents from the output tray help secure print documents and prevent wandering eyes from looking at information they’re not authorized to see.

Explore the Advantages of Self-Healing Printers

Self-healing printers can protect against malicious activity on your devices. This technology actively detects, stops, and recovers from any BIOS attacks or corruption—without you or your team intervening. Every time you fire up your computer, your self-healing printer verifies the integrity of the BIOS code to keep your computer safe from cyberattacks via your printer.

Sign Up for a Free Printer Security Consultation with imageOne

Are your printers secure? By following these print security best practices and using managed print services from industry experts, like the team at imageOne, your printers and network will stay safe and sound.

imageOne can take critical print management tasks off your plate, like creating print workflows to boost security and efficiency. We serve businesses across Ohio, Michigan, Missouri, and the rest of the country, offering custom-managed print programs to optimize their print environments.

Schedule a discovery call today for a free consultation and security review with imageOne.