October marks National Cybersecurity Awareness Month, a time dedicated to raising awareness about the importance of keeping our digital lives secure. With cyber-attacks on the rise, this annual campaign reminds us to look beyond just our computers and phones when we think about security risks.
One area that’s often overlooked? Your office printer. Yes, that quiet machine tucked in the corner might just be a cybercriminal’s dream if it’s not properly managed. It’s easy to overlook, but print-related vulnerabilities can lead to data breaches, wasted money, and inefficiencies that can quietly chip away at your company’s productivity. Let’s break it down and look at how you can safeguard your office by identifying and addressing these risks.
So, how can print management help improve your overall cyber security? Let’s break it down.
Why Printing Can Be a Hidden Risk
Printing seems pretty straightforward, right? You hit print, grab the paper, and go on with your day. But here’s the thing: every uncollected document, unsecured printer, or outdated machine in your office can become a loophole for security threats. Whether it’s sensitive client information or internal documents, once it’s on paper, it’s vulnerable. And with GDPR and other data regulations in play, the stakes are even higher. So, where do you start?
Start with a Print Audit
The first step to addressing print-related vulnerabilities is understanding what’s happening in your office right now. Conducting a print audit helps you see the full picture—how many printers you have, what they’re being used for, and where the weak spots might be.
Maybe some printers are underused, wasting electricity and space, or perhaps you’ve got high-traffic devices that are often left unsecured. The reality, as UK managed print service experts like Apogee have found, is that these audits often reveal surprises—such as documents being left out in the open or printers running at a fraction of their capacity. And it’s not just about security; audits can uncover cost-saving opportunities and even help your office reduce its environmental impact by cutting down unnecessary printing.
If you haven’t done a print audit yet, it’s worth considering—especially when it can lead to both financial savings and peace of mind.
Secure Print Release: Don’t Let Sensitive Documents Sit Unattended
We’ve all done it—sent something to the printer, got distracted, and left it there for longer than we should have. But what if that document contained sensitive information? Now imagine it’s your client’s confidential data or an internal financial report. Leaving documents uncollected at the printer is a surprisingly common issue, and it’s one that can have serious consequences.
A simple solution? Secure print release. This system requires employees to authenticate themselves before their document prints. In other words, the document only comes out when they’re there to pick it up. Organisations across the UK are embracing this approach, and it’s quickly becoming a must for GDPR compliance, as noted by Quocirca, a respected research firm in the field. It’s a quick win for safeguarding privacy and keeping sensitive data out of the wrong hands.
Don’t Forget the Updates: Keep Your Printer’s Firmware Current
Now, here’s something a lot of workplaces overlook: printers need updates too. Just like your computer or phone, your print devices run on software that can become outdated and vulnerable to cyber-attacks. When printers aren’t updated, they can become entry points for hackers looking to access your network or steal sensitive documents.
UK cybersecurity firm NCC Group stresses the importance of monitoring printer firmware and software updates. Many businesses skip this step, unknowingly leaving the door open to serious security risks. Including printers in your regular IT security checks might seem like a small step, but it’s one that can protect you from major headaches later on.
Reduce Local Printer Usage: Centralise for Better Security and Cost Control
If your office has a printer in every corner, it’s time to reconsider. Sure, it might seem convenient, but local printers are often inefficient and costly, not to mention difficult to manage from a security standpoint. By consolidating your print devices into a centralised, managed system, you can better control who is printing what and when.
Centralised systems also make it easier to monitor usage and secure document disposal—two key factors in reducing print-related vulnerabilities. Managed print services (MPS) providers like Xerox have seen their clients cut operating costs by up to 30% by switching to centralised printing. And the bonus? It improves security by ensuring that all documents are handled through a monitored, secure system.
Go the Extra Mile with Digital Watermarks for Internal Security
Here’s an idea you might not have considered: embedding digital watermarks on sensitive documents. This isn’t something you see every day, but it’s a clever and effective way to track printed documents. These watermarks are nearly invisible but traceable, so if a document is leaked or misplaced, you can quickly identify where it came from.
This approach is already being used by some UK financial institutions and law firms to prevent internal data breaches. Organisations like iProov are strong advocates for using such tools to enhance document traceability. It’s a simple but powerful way to tighten internal security, especially when handling confidential information.
Taking Action: Protect Your Office Now
By taking steps like conducting a print audit, implementing secure print release, keeping your printers updated, and consolidating print devices, you can make significant strides in protecting your office. These strategies don’t just improve security—they also save money, reduce waste, and bring your workplace up to modern standards.
So, what’s the next move for your office? Start small: update your printers, check out secure print release options, and think about doing a print audit. Every little bit helps, and soon enough, you’ll have a safer, more efficient print environment that’s fit for the demands of the digital age.
- AI for Detecting Suspicious Print Activity
With hackers getting craftier by the day, we need to stay ahead of the game. Enter AI. No, we’re not talking about robots taking over your office, but rather smart algorithms that keep an eye on what’s going on with your printers.
Advanced print management systems can use AI to detect unusual patterns—like someone suddenly printing 200 pages at 2 AM. The system can then alert your IT team to investigate. This kind of real-time monitoring adds an extra layer of security, flagging potential issues before they turn into full-blown breaches.
In the UK’s cybersecurity scene, AI is quickly becoming a valuable tool. It’s not just reactive; it’s proactive. By catching odd activity early, you can stop an attack in its tracks, and that’s a win for any business.
Bringing It All Together
Print management might not be the first thing that comes to mind when you think about cyber security, but in today’s connected offices, it’s more important than ever. With printers acting as potential gateways to your wider network, taking steps to secure them can save your business from major headaches down the line.
From network segmentation to AI monitoring, these strategies aren’t just nice-to-haves—they’re essentials. By investing in a solid print management system, you’re not just improving the efficiency of your office; you’re actively protecting your business from cyber threats.
And with National Cybersecurity Awareness Month in full swing, now’s the perfect time to take stock of your cyber security practices. Start thinking about your printers the way you think about your laptops or servers—they need just as much protection.
Cyber security is a shared responsibility, so why not make sure every part of your office is pulling its weight? It’s an easy step that could make all the difference.
