Key Takeaways
- Your MFP is a networked endpoint, not just office equipment. Modern multifunction printers store every document they process on internal hard drives and connect directly to your business network, making them a target that requires the same security rigor as any other device.
- Many of the most effective controls are already built in. Secure print, access control, hard drive encryption, and IP filtering are available on most modern MFPs and can be enabled without additional software or cost.
- Network segmentation limits the damage if a breach occurs. Placing MFPs on a dedicated VLAN isolates them from critical systems, preventing an attacker who compromises a printer from moving freely through the rest of your network.
- Don't overlook the end of the device's life. If your organization leases MFPs, confirm that hard drives are encrypted throughout the device's use and that data is securely wiped before the device is returned, retired, or resold.
- Managed print services significantly improve security outcomes. Organizations working with an MPS provider have expert support to keep firmware updated, monitor for threats, and respond when something goes wrong.
Rapid advancements in technology have transformed printers into highly functional IoT devices. The connection of multifunction printers (MFPs), laptops, tablets, and mobile devices to corporate networks has created a powerful new attack path for hackers to exploit.
Businesses that take the time to bolster their multifunction printer security reduce their attack surface, protect their sensitive data, and maintain productivity in the face of looming cyber threats.
Here are basic and advanced MFP security best practices your organization can begin implementing today.
Why MFP Security Can't Be an Afterthought
An MFP contains sensitive and confidential information that hackers actively seek to extract and exploit. Modern multifunction printers store copies of every document they process on internal hard drives, such as print jobs, scanned files, faxes, and financial records, and more, making them a high-value target that most organizations are leaving unsecured.
Hybrid and remote work have compounded these security risks. When employees print from home networks, branch offices, and mobile devices, each connection point represents a potential vulnerability if not properly secured.
The stakes extend beyond IT, too. Many organizations deploy MFPs in regulated environments where a data breach can trigger HIPAA investigations, GDPR penalties, or PCI-DSS non-compliance findings. Healthcare organizations handling protected health information, financial services firms processing records, and government agencies managing sensitive information all face significant regulatory exposure from an improperly secured print environment.
How Attackers Target Multifunction Printers
Hackers approach multifunction printers the same way they approach any networked endpoint—they look for the path of least resistance.
The most common attack vectors include:
- Network Infiltration: An unsecured MFP becomes an entry point to the broader network. Once compromised, attackers can move laterally to access servers, databases, and other connected systems.
- Data Interception: Print jobs travel across the network, often unencrypted. Attackers can capture documents in transit, collecting everything from employee W-2s to client contracts.
- Stored Data Theft: Modern MFPs store copies of printed, scanned, and faxed documents on internal hard drives. Without proper data protection, those drives become a treasure trove for anyone who gains physical or remote access.
- Credential Harvesting: MFPs often integrate with Active Directory, email systems, and cloud storage. A compromised device can capture user credentials as employees authenticate to print or scan, which opens the door to far broader network access.
- Malware Installation: Attackers can use vulnerable ports or outdated firmware to install malware directly on an MFP, turning it into a persistent foothold within the organization's network.
Each of these vectors is addressable.
Basic Steps to Strengthen Your Printer Security
With a clear picture of the MFP threats and vulnerabilities organizations face, the next step is allocating the necessary resources and time to address them.
The good news is that several of the most effective security measures are already built into modern MFPs; you just need to activate them.
Change Default Passwords
Hackers can easily locate MFP default passwords online or in equipment manuals, and default credentials are among the first things attackers try. Once a hacker has successfully used a default password, they can enter the organization's network, gain administrative access, and enable features that further expose vulnerabilities.
Strong, unique passwords should be set immediately on any new MFP deployment and updated regularly thereafter.
Disable Unused Protocols and Ports
Multifunction printers offer immense functionality, but that breadth can be a double-edged sword. Features, protocols, and ports that aren't actively used by the business represent unnecessary security risks. Disabling anything that isn't operationally required significantly reduces the MFP's attack surface.
Common unused protocols and ports that pose security risks include:
- FTP settings
- Bonjour printing
- AppleTalk
- Telnet
- HTTP (use HTTPS instead)
Below is a snapshot of where users can shut off unused protocols and ports for a Konica Minolta multifunction printer.
Enable Secure Print and Pull Printing
Secure print is one of the most effective basic controls available to organizations handling sensitive documents. This feature requires the end user to be physically present at the MFP and authenticate (via a PIN, password, or badge tap) before their print job is released.
Without it, print jobs sit in the output tray waiting to be picked up by whoever walks by first.
Pull printing ensures that printed documents end up in authorized hands, not left unattended on a shared device. It also reduces waste from forgotten or duplicate jobs.
Most modern MFPs include native secure print features that can be enabled without purchasing additional software, making this one of the highest-value, lowest-cost controls available.
Secure Your Output Trays
Sensitive documents left unattended in output trays are exposed to anyone who passes by, from the mail room to the executive floor. This is a low-tech risk with real consequences, particularly for organizations handling financial records, legal documents, patient information, or HR files.
Enabling pull printing is an effective technical control for this risk. Organizations should also establish clear policies around collecting printed documents promptly and positioning high-volume MFPs in areas with appropriate physical access controls.
Advanced MFP Security Best Practices
Once the basic improvements are in place, businesses should consult with their managed print services provider to implement advanced security measures that add additional layers of MFP protection.
1. Keep Firmware and Patches Current
Outdated firmware is one of the most reliable ways attackers gain control of a networked printer. Manufacturers regularly release firmware updates to address newly discovered vulnerabilities, and attackers actively scan for devices running older versions.
2. Implement Access Control and User Authentication
Businesses can use native access control features to restrict device usage to authorized users with approved credentials.
- Role-based access control goes further, ensuring employees can only access the functions they need—limiting exposure if an account is compromised.
- User authentication tied to Active Directory or an identity management system means every interaction with the MFP is logged and attributable.
3. Segment Your Network
Network segmentation is one of the most impactful advanced security measures organizations can apply to their print environment, and one of the most frequently overlooked.
Placing MFPs on a dedicated VLAN (Virtual Local Area Network) isolates them from critical business systems. If an attacker compromises the printer, segmentation limits their ability to move laterally to servers, databases, or workstations on the main network.
Combined with access control lists (ACLs) and firewall rules that restrict which devices can communicate with the MFP, segmentation significantly reduces the blast radius of any potential breach.
4. Encrypt Hard Drives (Including at End of Lease)
Most MFPs have optional or built-in hard drive encryption that many organizations never activate.
This is a significant gap: without encryption, the data stored on an MFP's internal hard drive—every document printed, scanned, copied, or faxed—can be read by anyone who gains access to the drive. Encrypting all data connections to and from the MFP helps ensure that stored data remains protected.
One risk that's easy to miss is what happens to that data when the device leaves the organization. Many businesses lease their MFPs, and when the lease ends, the device goes back to the manufacturer or leasing company, potentially still containing years of sensitive documents.
Organizations should confirm that hard drive encryption is enabled throughout the device's life and that data is securely wiped before any MFP is returned, retired, or resold.
5. Enable IP Filtering
IP filtering allows organizations to restrict which IP addresses are permitted to send print jobs to an MFP. This means unwanted users on the network are blocked from interacting with the device.
6. Enable TPM Hard Drive Protection
When enabled, the Trusted Platform Module (TPM) prevents unauthorized users from tampering with or accessing the MFP's hard drive. TPM creates a hardware-based layer of protection for sensitive information, complementing software encryption and ensuring that even physical access to the device doesn't automatically grant access to stored data.
7. Deploy Antivirus Scanning
Businesses need a robust antivirus solution to scan MFP input and output data and prevent the spread of viruses and malware. Without this layer of protection, a compromised document or malicious print job could serve as the delivery mechanism for malware that spreads throughout the organization's network.
8. Use Secure Communication Protocols
Data traveling between an MFP and connected computers or servers should always be encrypted in transit. A secure HTTPS connection protects against man-in-the-middle attacks and malware code injections. SNMPv3 should be used for device management rather than older, unencrypted versions of the protocol. These configurations are often available in the MFP's administrator panel but are not always enabled by default.
9. Mandate Consistent Employee Training
Technology controls alone can't address every security issue. Employees who understand why MFP security matters are far less likely to leave sensitive documents in the output tray, use shared credentials, or plug in unauthorized thumb drives. Requiring regular MFP and cybersecurity training reinforces best practices, reduces the risk of accidental data leakage, and ensures that the organization's security investments are fully effective.
10. Configure Automatic Temporary Image Removal
Temporary files help organizations recover lost data, but they also provide attackers with the same opportunity. The auto-deletion setting allows administrators to establish a schedule for wiping all temporary data stored on the MFP, minimizing the window of exposure. This is especially important in environments where the MFP is used to process financial records, medical information, or other regulated data.
Protect Your Organization with Expert MFP Security
These multifunction printer security tips are designed to give organizations a cost-effective, practical strategy they can begin implementing immediately.
The best way organizations can stay prepared is to partner with experienced print and IT specialists who understand the full picture. SymQuest's print specialists are up to date on the latest security vulnerabilities, MFP best practices, and proven IT solutions to meet the unique needs of your organization's printer fleet.
Contact SymQuest today to schedule a print security assessment and find out where your MFP fleet stands.
