Printers are often the forgotten corner of cybersecurity, until they become a problem. While most businesses focus on firewalls, cloud backups, and password policies, few realise how much sensitive data passes through their multifunction printers every single day. Documents, emails, scanned records, and credentials are all handled by devices that, if left unmanaged, can become a serious compliance risk.
In this article, we’ll explore how Managed Print Services (MPS) can help your business strengthen data security, streamline compliance, and meet the requirements of both ISO 27001 and Cyber Essentials. Whether you’re preparing for certification or simply want to protect your organisation from risk, managed print gives you the tools, visibility, and control you need.
Why Printer Security Matters for Compliance
Modern printers are no longer simple output devices, they’re sophisticated, networked computers with storage, operating systems, and internet connectivity. They handle everything from customer invoices to HR records, making them a prime target for cybercriminals if not properly secured.
Unmanaged print environments often suffer from issues such as:
- Unsecured devices connected to corporate networks.
- Unencrypted print jobs containing confidential information.
- Outdated firmware or default admin passwords.
- Documents left unattended on trays.
These vulnerabilities not only risk data breaches but also threaten your compliance with frameworks like ISO 27001 and Cyber Essentials, both of which require businesses to protect sensitive information and demonstrate effective access control.
According to Quocirca’s 2024 Print Security Landscape report, over 60% of businesses experienced a print-related data breach in the past year. It’s a clear reminder that security gaps in printing are security gaps in your entire IT infrastructure.
A Quick Refresher: ISO 27001 and Cyber Essentials Explained
Before diving into how managed print supports compliance, let’s recap what these certifications are and why they matter.
| Framework | Purpose | Focus Areas |
|---|---|---|
| ISO 27001 | An international standard for managing information security. | Policies, access control, asset management, risk mitigation, data protection. |
| Cyber Essentials | A UK Government-backed scheme proving you protect against common cyber threats. | Firewalls, secure configuration, user access control, malware protection, patch management. |
Both certifications require evidence that all IT systems, including printers and scanners, are secure, regularly updated, and monitored. That’s where managed print delivers immediate value.
How Managed Print Supports ISO 27001 Compliance
ISO 27001 is built around an Information Security Management System (ISMS), which requires businesses to implement controls that protect data from misuse or loss. Managed Print Services help you achieve this across several key ISO 27001 domains.
1. Access Control (A.9)
MPS enforces secure user authentication. Employees must log in via PIN, ID badge, or account credentials before printing or scanning documents. This ensures only authorised users can access sensitive information, supporting ISO’s “least privilege” and accountability principles.
2. Asset Management (A.8)
Every device in your print fleet is inventoried, tracked, and monitored. Managed print platforms provide detailed records of hardware models, firmware versions, and maintenance status, all essential for your ISO asset register.
3. Information Security Policies (A.5)
Carden Managed Print helps you implement enforceable print policies that align with your ISMS. Examples include duplex-by-default printing, automatic job deletion after inactivity, and restricted colour usage. These policies reduce waste, cost, and security exposure.
4. Operations Security (A.12)
Printers receive regular firmware updates and patches via your MPS provider. Data transmissions between devices and print servers are encrypted using TLS/SSL. Network access controls prevent unauthorised connections, protecting against malware or rogue devices.
5. Secure Disposal (A.11 / A.18)
Multifunction printers often store copies of print jobs on internal drives. Managed print solutions automatically encrypt this data and securely overwrite or wipe it when no longer needed. At end-of-life, devices are sanitised in line with ISO 27001’s disposal requirements.
Together, these measures turn your print fleet into a compliant, auditable component of your wider ISMS, not an overlooked weak spot.
How Managed Print Helps with Cyber Essentials Controls
Cyber Essentials focuses on five key technical controls that protect against the most common cyberattacks. Managed print supports each of them directly:
| Cyber Essentials Control | How Managed Print Helps |
|---|---|
| Firewalls & Internet Gateways | Printers are configured behind secure firewalls, with restricted access and VLAN segmentation. |
| Secure Configuration | Default passwords are removed, unused ports disabled, and firmware hardened against exploitation. |
| User Access Control | Print release authentication ensures only authorised users can access confidential documents. |
| Malware Protection | Network-level malware scanning, firmware validation, and whitelisting protect against intrusion. |
| Security Updates & Patch Management | Managed print services deploy firmware and software patches automatically, maintaining compliance across all devices. |
Without a managed approach, keeping every printer secure, patched, and correctly configured can be almost impossible, especially across multiple sites. MPS ensures consistency and compliance from one central dashboard.
Data Encryption, Audit Trails, and Monitoring
Both ISO 27001 and Cyber Essentials stress the importance of data protection and traceability. Managed print strengthens both through automation and visibility:
- Encryption: All print jobs are encrypted in transit and at rest, preventing interception or tampering.
- Audit Trails: Detailed logs record who printed, scanned, or copied each document, complete with timestamps.
- Real-Time Monitoring: Automated alerts flag unusual behaviour, such as large print volumes or repeated access failures.
- Centralised Management: Your IT or compliance teams can view reports across all locations through a secure cloud portal.
During ISO 27001 audits, these audit trails serve as evidence of access control, data protection, and accountability, reducing paperwork and speeding up certification reviews.
Reducing Human Error: A Core ISO 27001 Objective
Not all security breaches are the result of hacking, many come from simple human error. Employees printing sensitive information and forgetting to collect it is one of the most common compliance issues.
Managed print prevents this with features such as:
- Secure print release: Documents only print once the authorised user is present.
- Automatic job deletion: Uncollected print jobs are automatically wiped after a set time.
- Session timeouts: Devices log out users automatically after inactivity.
These safeguards support ISO 27001’s focus on procedural control and human risk reduction, turning everyday behaviour into secure habits.
Compliance Benefits Beyond Security
Achieving ISO 27001 or Cyber Essentials certification isn’t just about ticking boxes, it’s about building a stronger, more efficient business. Managed print contributes to this by:
- Freeing IT teams from printer maintenance and patch management.
- Providing compliance-ready reports and audit evidence instantly.
- Enhancing GDPR compliance through secure document handling.
- Improving customer confidence by demonstrating proactive data governance.
For example, Carden Managed Print clients preparing for ISO audits can generate print activity logs and device security reports on demand, providing immediate proof of compliance.
How Carden Managed Print Makes Certification Easier
At Carden Managed Print, we help businesses of all sizes create a secure print environment and align with recognised standards like ISO 27001 and Cyber Essentials. Our process includes:
- Print Security Audits: We assess your current devices, configurations, and risks.
- Configuration Hardening: We lock down network settings, user permissions, and firmware access.
- Encryption & Monitoring: We enable encrypted data flows and 24/7 activity monitoring.
- Reporting & Documentation: We provide detailed logs and audit-ready reports for certification submissions.
- Ongoing Compliance Management: Our team maintains patches, updates, and access policies to keep your certification valid long-term.
Preparing for ISO 27001 or Cyber Essentials certification? Contact Carden Managed Print today to schedule a compliance-focused print audit and discover how we can help secure your document workflows.
Final Takeaways
- Printers are network devices and must meet the same security standards as your servers and laptops.
- Managed Print Services simplify compliance by enforcing access control, encryption, patching, and audit logging.
- With the right provider, you can turn your print infrastructure from a potential vulnerability into a compliance asset.
By partnering with Carden Managed Print, you gain peace of mind knowing your entire print environment is secure, compliant, and ready to pass even the most rigorous audits.
FAQ
Do printers really store data?
Yes. Multifunction printers often store copies of print, scan, and copy jobs on internal hard drives. Managed print ensures this data is encrypted, automatically deleted, or securely wiped at disposal.
Can Managed Print integrate with my existing ISO 27001 framework?
Absolutely. MPS provides auditable reports and logs that can feed directly into your organisation’s Information Security Management System (ISMS).
Is Cyber Essentials suitable for small businesses?
Yes. Cyber Essentials is specifically designed for SMEs to demonstrate good cyber hygiene and basic security practices. Managed Print helps meet its core controls efficiently.
What if my printers are already secure?
Managed print keeps them that way. Continuous monitoring, automatic patching, and policy enforcement ensure your print environment remains compliant over time.
Disclaimer: This article provides general information on ISO 27001 and Cyber Essentials alignment for print security. Certification requirements may vary by organisation. For tailored compliance guidance, speak to a qualified consultant or your Managed Print provider.
