Protect Your Business: The Hidden Security Features of Multifunction Printers!

Multifunction printers (MFPs) are an essential office asset as they play a key role in driving digitisation and boosting productivity. MFPs consolidate the capabilities of printing, scanning, copying and emailing into a single, multifunction device. These powerful printers streamline digital printing and photocopy tasks to enhance productivity across departments. Yet with all the conveniences they provide, MFPs have often been targeted by cybercriminals¹. Due to how MFPs are connected to internal networks and handle sensitive business information daily, they can sometimes be an easy entry point if not secured.

Unfortunately, businesses may overlook MFP security. The importance of equipping copying machines, printers and digital print devices with secure features is necessary to protect sensitive data. From vulnerabilities in outdated firmware to confidential data storage on internal hard drives or the cloud, these devices demand vigilant security management. In this article, we’ll explore the essential security features (that you may not know) of multifunction printers and how a secure printing strategy can effectively safeguard sensitive information in your business.

Why Hackers Target Unprotected Multifunction Printers

1. Data Transmission Risks

Multifunction printers are connected to the office network and continually transmit data. They process sensitive documents like contracts, financial records and client information. Without adequate protection, hackers can intercept data during transmission, increasing the risk of a data breach. Choosing printers with secure features that offer encryption during transmission helps shield data from unauthorised access.

2. Stored Information Vulnerability

Many MFPs come with built-in storage that temporarily saves print jobs, scans and copies. Without encryption or routine erasure, stored data can be vulnerable to cybercriminals who gain unauthorised access to the printer, exposing sensitive information. Businesses should prioritise printers with strong encryption to ensure confidential data remains secure, even if stored temporarily. By implementing routine erasure protocols to automatically delete stored data after a set period, businesses can reduce the risk of unauthorised access to sensitive information.

3. Weak Security Controls

Sensitive information is vulnerable to unauthorised access without robust authentication systems. This means anyone can access confidential documents. Hackers often exploit this gap, enabling them to manipulate printer settings, intercept data, or send unauthorised print jobs. To counteract these risks, it’s crucial to have multifunction printers with authentication and user access control options.

4. Firmware Vulnerabilities

Just like any other connected device, MFPs rely on firmware that requires regular updates to fix potential security flaws. When firmware is outdated, it can open the door to cybercriminals, allowing them to install malware, gain unauthorised network access or manipulate print functions. Consistent firmware updates for digital printing devices are crucial in minimising vulnerabilities and enhancing overall security. To ensure ongoing protection, businesses should choose printers from established and reputable companies that provide regular firmware updates, safeguarding devices against emerging threats and potential security loopholes.

5. Low Awareness Among Users

Multifunction printers and copiers are often overlooked in cybersecurity strategies. Despite handling the same sensitive information that resides on computers and servers, MFPs spill through the cracks. Hackers have an opportunity to exploit unsecured printers and access private data especially if the necessary cybersecurity protocols are not in place.

Why Multifunction Printers Security Features Matter

Protecting Sensitive Information

Sensitive data handled by MFPs is at constant risk, making robust security measures essential. By having comprehensive security features like data encryption and secure access control, businesses can protect confidential information from data leaks and unauthorised use.

Ensuring Compliance and Risk Management

Industries like finance and healthcare, governed by strict data protection regulations, depend on secure MFPs to meet compliance requirements. Features like encryption and audit trails help prevent regulatory breaches and reduce the risk of legal complications and hefty fines.

Minimising Data Leaks and Safeguarding Reputation

Secure printing processes, such as on-demand printing, ensure that sensitive documents are accessible only to authorised personnel. This reduces the likelihood of data leaks, fortifies operational integrity and protects the organisation’s reputation.

Key Security Features That Make a Difference

MFPs are equipped with features to address these security needs:

1. Data Encryption and Protection

Encryption encodes data during both transmission and storage, making it unreadable to unauthorised users. This is critical for industries like finance, law and healthcare. Built-in encryption features or additional software ensure sensitive information is protected at every stage.

2. User Authentication and Access Control

Authentication methods, including PIN codes and ID cards restrict MFP functions to authorised personnel. Features like account lock after failed login attempts add an extra layer of protection, creating a secure document-handling environment in shared office settings.

3. On-Demand Printing

Also known as pull printing, this feature ensures that documents are released only when the user is authorised via the different authentication methods. It prevents sensitive documents from being left unattended in output trays, especially in high-traffic office environments.

4. Audit Trails and Logging

MFPs with logging capabilities track and record all print activities, creating detailed audit trails that include crucial information such as who initiated the print job, when it was done and where the document was printed from. These logs help detect unusual activity, monitor usage patterns and address security issues promptly. They also support regulatory compliance by providing transparent documentation of document handling to ensure full traceability for sensitive or confidential materials.

Implementing a Secure Printing Strategy

Creating a secure printing strategy requires a commitment to maintaining updated security practices for all digital printing devices and MFPs. Here are several steps that can help fortify your digital print infrastructure:

1. Regular Updates and Patches

Regular firmware updates are critical to ensuring that multifunction printers remain secure and can defend against newly emerging cyber threats. Many manufacturers issue firmware updates to address potential vulnerabilities, so routine monthly checking and applying these updates are essential to maintain printer security.

2. Secure Network Configuration

Configuring network-connected colour laser printers and printers with secure network settings provides an additional layer of defence against unauthorised access. For example, isolating the MFP from the primary office network and configuring it with firewalls and virtual LANs (VLANs) helps prevent unwanted users from gaining access to the device and company data.

3. Training and Awareness

Employee training is a crucial step in any secure printing strategy. Staff should practice secure printing such as verifying authentication before printing and handling sensitive documents responsibly. Staff should also be able to recognise potential security threats. Creating a security-conscious culture enhances document-handling practices across the office and reduces the risks of unauthorised access.

However, even with training, lapses in security awareness can occur. To mitigate such risks, businesses should implement a reliable backup solution that allows comprehensive secure printing like MPS Guardia. This type of managed print service ensures continuous monitoring and protection of the printing environment, providing an additional safeguard to secure sensitive data and maintain compliance, even if human error compromises security protocols.

Choosing the Right Secure Printer for Your Business

In an era where data protection is paramount, investing in multifunction printers with robust security features is essential for all businesses not just those that handle sensitive information. Secure printers not only enhance data protection and support regulatory compliance but also foster business efficiency. Bolster your cybersecurity defences and protect valuable business data by opting for MFPs with encryption, user authentication, on-demand print and tracking capabilities.

Whether you’re looking to buy printers in Singapore or need a colour laser printer to support secure document handling, be sure to evaluate the security features that best meet your needs. Ensuring the right protective features in your print-for-office setup can make a significant difference in keeping your business information secure.

Explore FUJIFILM Business Innovation’s range of secure multifunction office printers to enhance your business’s data protection today!

References:

¹ https://novatech.net/blog/hackers-targeting-printers-more-the-growing-security-threat