Is your printer quietly creating a security gap in your business? Many organisations invest in firewalls and endpoint protection, but forget that office print devices are still connected to the network and handle sensitive information every day. If you are reviewing printer security, strengthening multifunction printer security, or tightening secure printer settings, your multifunction printer (MFP) is a smart place to start.
Modern printers do far more than print. They scan to email, store documents, connect to cloud services, and often have their own admin portal. If those features are left open or poorly configured, the printer can become an easy route in for attackers and an easy route out for data.
Below are five practical ways to lock your printer down without making it harder for staff to do their jobs.
Why printers are a common security blind spot
Most businesses treat printers like appliances, but a multifunction printer is closer to a networked computer than a basic office machine. It has an operating system, network services, memory, storage, and a management interface.
The difference is that printers are often installed, made to work, and then left alone. They do not always get patched regularly, logins remain unchanged, and features like remote management or scan-to-email are left with default settings.
Here is a common real-world scenario: an attacker finds a printer management page exposed internally, guesses a weak admin password, changes settings, and then uses stored contacts or scan rules to route sensitive documents outside the business. This is not science fiction. It is a simple chain of small gaps that can add up quickly.
- Printers can store copies of print and scan jobs.
- They often hold address books and scan destinations.
- Misconfigured services can expose the device to the wider network.
- Weak admin access can allow settings to be changed without anyone noticing.
The warning signs your printer could be vulnerable
If any of the points below sound familiar, it is worth reviewing your secure printer settings and overall multifunction printer security posture.
- Default or shared admin passwords are still in use.
- Anyone can walk up and scan to email or network folders.
- The printer web admin page is accessible from the whole office network.
- Firmware updates are “when we remember” rather than scheduled.
- Print jobs regularly sit in trays, visible to anyone walking past.
- Scan destinations are not restricted, approved, or reviewed.
- There is no logging enabled, or nobody checks it.
5 ways to lock down multifunction printer security
1) Change default admin access and tighten authentication
This is the first and most important step for printer security. If someone can access the admin portal, they can change how the device behaves, where scans go, what services are enabled, and who can do what.
- Replace default admin credentials with strong, unique passwords per device.
- Remove or disable unnecessary accounts.
- Use different access levels for admins vs day-to-day users.
- Where supported, use PIN release, badge release, or secure login methods for sensitive printing.
Benefit: You reduce the chance of unauthorised configuration changes and make it far harder for someone to take control of the device.
2) Lock down secure printer settings for network access and services
Printers often have multiple services enabled “just in case”. That is helpful for compatibility, but it can increase risk. The goal is to keep only what you actually use.
- Disable unused services and legacy protocols that are not required.
- Restrict access to the printer management interface so only approved admin devices or networks can reach it.
- Enable secure access to the admin portal (for example, encrypted web access rather than plain access).
- Limit outbound connections so the printer can only talk to the services it needs.
Benefit: You reduce the device’s “attack surface” and make it harder for threats to move through the printer to other systems.
3) Protect data in storage and in transit
Multifunction printer security is not only about keeping people out. It is also about protecting what flows through the device and what may remain on it.
- Enable storage encryption where available, especially on devices with internal drives.
- Turn on secure erase or automatic job deletion policies.
- Use secure print release for sensitive documents so jobs are not left in the tray.
- Secure scanning by using encrypted methods for sending email and files (this helps prevent interception).
Benefit: Sensitive documents are less likely to be exposed, whether the risk is a cyber incident or a simple “wrong person picked up the paper” moment.
4) Keep firmware updated and control configuration changes
Firmware updates fix known vulnerabilities. If patching is irregular, a printer can be running years behind on security fixes.
Alongside patching, you also want consistency. A secure printer settings baseline helps ensure every device follows the same rules.
- Set a routine for firmware updates and record when they are done.
- Standardise security settings across the printer fleet.
- Limit who can change settings, and ensure changes are logged.
Benefit: You reduce exposure to known vulnerabilities and stop “one weak printer” from becoming the easiest route in.
5) Monitor activity and set sensible alerts
Even well-configured printer security can fail if nobody is watching. Monitoring does not need to be complex. It just needs to be practical and consistent.
- Enable logging for admin access, configuration changes, and scan activity.
- Review logs periodically, especially after staff changes or device moves.
- Set alerts for repeated failed logins, unusual scan volumes, or settings changes.
Benefit: You improve detection, reduce dwell time if something goes wrong, and build confidence that controls are actually working.
Quick checklist: risk vs lock-down action
| Weak spot | What could happen | Recommended fix | Effort level |
|---|---|---|---|
| Default or shared admin password | Unauthorised settings changes, device takeover | Unique strong admin password, role-based access | Low |
| Printer admin portal open to all staff | Increased chance of tampering or misuse | Restrict management access to approved admin devices/networks | Medium |
| Unrestricted scan-to-email or scan destinations | Data sent outside the business accidentally or intentionally | Approve destinations, restrict who can use them, review regularly | Medium |
| Old firmware and no patch routine | Exposure to known vulnerabilities | Scheduled updates, documented patching process | Low to Medium |
| Print jobs left in trays | Confidential documents viewed by the wrong people | Secure print release for sensitive printing | Low to Medium |
| No logging or monitoring | Issues go unnoticed until damage is done | Enable logs, review regularly, set alerts for key events | Medium |
A simple secure print policy your team will actually follow
Even the best multifunction printer security settings can be undermined by unclear habits. The good news is that you do not need a long policy document. You need a short set of rules people will remember.
- Use secure release for HR, finance, contracts, and any personal data.
- Collect prints immediately, especially in shared office areas.
- Only scan to approved destinations, and avoid typing new email addresses on the device where possible.
- Report unusual behaviour such as repeated errors, unexpected prompts, or missing print jobs.
- Limit visitor printing and keep it controlled through reception or authorised staff.
Benefit: You reduce accidental exposure, support compliance, and keep security simple enough that it becomes routine.
How Carden Managed Print helps reduce printer risk without slowing your team down
Printer security works best when it is practical and consistent across every device. That is where Carden Managed Print can help, especially for businesses with multiple printers, multiple sites, or growing compliance requirements.
- Review and improve secure printer settings based on how your business actually operates.
- Create a consistent security baseline across your printer fleet.
- Reduce risk from common weak spots like admin access, scan rules, and unpatched firmware.
- Support logging and visibility so you can spot issues early and respond confidently.
The aim is simple: stronger printer security, fewer surprises, and a setup that does not get in the way of productivity.
Ready to make your print environment a lot harder to breach?
A multifunction printer should support the business, not quietly increase risk. By tightening admin access, reviewing secure printer settings, protecting stored data, keeping firmware updated, and monitoring activity, you can make meaningful improvements to printer security without creating extra friction for staff.
If you would like a clear, practical review of your multifunction printer security setup, contact Carden Managed Print for a consultation or quote.
