End-to-end security protects information from the moment it’s created, through storage, transmission, processing — all the way to its final destination.
While most people would understand the need to protect work laptops, VPNs, cloud applications and Wi-Fi with end-to-end security, often overlooked is an office multifunction printer.
“Most people still think of multifunction printers as just printers,” says Andrew Roy, Sales Manager at Blue Technologies, Inc. “In reality, they’re networked computers that handle sensitive data from across an organization. Multifunction printers should be treated like endpoints, not office furniture. If they handle sensitive data and connect to your network, they deserve the same rigorous end-to-end security protections as laptops and servers.”
Smart Business spoke with Roy about the vulnerabilities that exist with multifunction printers and the steps organizations can take to better secure them.
What risks exist with multifunction printers?
Multifunction printers sit directly in the middle of business workflows but are commonly overlooked when it comes to security. They store data on internal hard drives; connect to the office network; scan to email, cloud and file servers; and have operating systems, firmware and user accounts. So, if they’re not secured, they become an easy back door into the business.
When that occurs, it can result in a data breach. That has ramifications when it comes to compliance and legal requirements, such as with HIPAA, PCI or GDPR. It can mean full network compromise, with attackers exploiting the printer to move laterally through the network, install malware, spy on traffic and take data without anyone noticing. An unsecured printer can expose the same sensitive data as an unsecured server.
What can organizations do to address this risk?
End-to-end security is only as strong as its weakest device and multifunction printers are often that device. To ensure their multifunction printers are not a security issue, companies should secure multifunction printers the same way they secure any other endpoint that touches sensitive data. They should use user authentication at the device as well as secure storage, good data hygiene and data encryption. Also important are firmware updates, device hardening and firewall rules that limit communication, and certified data destruction at end of life. It’s also crucial that the company monitor and log usage, and have organization-wide policies and training to enforce best security practices.
Organizations concerned about these vulnerabilities can work with their internal IT team to determine if these devices currently pose a risk. Compliance and legal partners can connect printer misconfigurations to real financial and legal consequences. But ultimately, leadership from the c-suite must be involved because printer security doesn’t improve until someone at the top makes it an organizational imperative.
How can managed print service providers help?
A managed print service provider can offer greater insight into the risks of individual devices and what steps can be taken to address them. They can assess the current state of an organization’s security, identify weak spots, and then talk with the IT team and other key personnel to establish a roadmap that outlines how best to keep the printing environment secure. That helps determine which specific guards are necessary within the organization to fully utilize the technology and keep the environment safe.
Managed print service providers also stay up to date on the latest software and hardware from printer suppliers to understand who is leading the industry in security and where weaknesses exist so they can make the best recommendations given an organization’s needs.
Modern multifunction printers do more than print and copy. They store, process and transmit sensitive information, making them potential targets for cyber threats. Proper security is needed to prevent unauthorized access, data breaches and compliance violations. Without such steps, any organization is at risk. ●
INSIGHTS Technology is brought to you by Blue Technologies, Inc.
