Five Core Considerations for MFP Security

Secure Printers, Protect Data, and Reduce Risk Across Your Organization

Printers today store data, transmit documents, and integrate directly with corporate networks and cloud platforms. Without proper oversight, they can introduce vulnerabilities that expose confidential business, customer, and employee information. A secure MPS strategy helps close these gaps.

Why Printer and Copier Security Matters

Multifunction printers are no longer simple output devices. They operate with internal storage, operating systems, and network connectivity — making them potential targets for cyberattacks.

• Without proper controls, unsecured printers can:
• Allow unauthorized access to sensitive documents
• Transmit data without encryption
• Store confidential information indefinitely
• Serve as entry points into the corporate network

Printer security monitoring within an MPS framework helps prevent these risks by applying layered security protections and continuous oversight.

Five Core Considerations for MFP Security

1. Controlling Access to Printers and Copiers

Because printers are shared devices, access control is essential. Secure MPS environments use authentication methods such as PINs, badges, or network credentials to ensure only authorized users can access devices and functions.

• Access controls allow organizations to:
• Restrict printing, scanning, or sending by role or department
• Limit destinations for scanned documents
• Prevent unauthorized walk-up use

This significantly reduces accidental data exposure and misuse.

2. Protecting Data Being Printed, Scanned, or Stored

Sensitive data frequently passes through printers. Secure Managed Print Services protect information through:

• Encrypted data transmission
• Encrypted internal storage
• Secure print release (pull printing)
• Automatic data deletion and device sanitization

These protections ensure documents are not intercepted, improperly stored, or left unattended in output trays.

3. Defending Against Cyber Threats

Printers connected to the network must be protected from malware and tampering. Modern MPS security includes:

• Secure boot and firmware integrity checks
• Protection against unauthorized firmware or application changes
• Regular security updates and patching
• Threat detection and recovery mechanisms

These safeguards help printers resist attacks and recover quickly if anomalies are detected.

4. Centralized Security Management and Monitoring

Managing printer security across multiple devices and locations can overwhelm IT teams without centralized tools. MPS simplifies this by enabling:

• Fleet-wide security policy deployment
• Continuous monitoring and audit logs
• Alerts for attempted configuration changes
• Automated enforcement of approved settings

Centralized security management ensures consistency, visibility, and compliance across the entire print fleet.

5. Supporting Compliance and Regulatory Requirements

Many industries are subject to strict data protection regulations such as HIPAA, GDPR, PCI, and financial reporting standards. Printers often handle regulated information, making them part of the compliance scope.

Managed Print Services support compliance by:

• Applying consistent security controls
• Maintaining detailed audit trails
• Integrating with broader security and governance systems
• Reducing exposure from unmanaged devices

There is no such thing as absolute security, but organizations that manage printers as critical IT assets can dramatically reduce risk. Secure Managed Print Services apply a layered security approach that protects devices, data, and users while improving efficiency and reducing IT burden.

At Signa, we go beyond managing hardware. We assess your environment, implement proven security controls, and continuously monitor your print infrastructure to help ensure policies stay enforced and risks stay minimized. By addressing access control, data protection, cyber threats, centralized management, and compliance requirements, Signa helps transform your print environment from a potential vulnerability into a secure, reliable, and well-managed business asset. Click here to Learn more