Introduction

All MFPs and printers can be used to print, scan and copy sensitive information. They can be exposed to simple threats where printing jobs are left unsecured or to more advanced threats, such as unauthorised access to the devices via a network, hacking or alteration of information over a network, or disclosure of information from the Hard Disk Drives.

Here are some simple considerations to make your printing and copying network more secure.

Authentication

Introducing a simple method of authentication for users before accessing printers can add several layers of security. Use PIN codes, existing ID cards or Fobs or biometrics to ensure access is restricted to authorised personnel only.

Secure print release sends work to a dedicated print queue that holds print jobs until the user authenticates at the device, preventing confidential documents from being left unattended. Track and report on user print activity to identify unusual or unauthorised printing and act quickly to prevent potential breaches.  You can restrict user access to print queues, certain devices and features and to any documents other than their own.

Device Security

Use HDD/SSD encryption to encrypt documents, user settings and device information stored on the device. The HDD overwrite-erase function prevents unauthorised users reading information such as user settings, device information and image data. Remove access to device USB interfaces or restrict to a particular class of USB device. The network interface can be also configured to use only allowed network protocols and utilise a ‘whitelist’ of registered IP addresses.

Automatically delete unclaimed print jobs after a certain period, reducing the risk of sensitive information being left on the printer. We’ll help you create settings to ensure that print jobs are erased after a set time if not collected.

Outdated printer firmware can be a security risk, as manufacturers regularly release updates to address new vulnerabilities. Our service support ensures you stay up to date, managing firmware updates and software patches to keep your printers secure.

Report and Alert

Configure alerts for any unusual printing activities, such as a high volume of prints at unusual times or attempts to print sensitive documents by unauthorised users. Set up and customise alert systems, ensuring quick responses to potential security threats.

Use management reporting to regularly audit your printing activity to easily identify any new patterns or security risks. We can install software that make it easy to trace print history and identify any unusual or unauthorised usage.

Remove Safely

Printers store data on internal hard drives, so when replacing devices, ensure secure disposal to prevent data leaks. We offer secure decommissioning and data removal services for printers, ensuring that your sensitive information is safely removed.