Businesses face an ever-increasing array of security challenges today and as they adopt new technologies to stay competitive. The need for robust security measures has never been more critical.

The ever-expanding range of technologies competing to keep business information safe can be overwhelming for organisations. To defend their data, they must not only print smart and stay secure but also seek solutions that mitigate risks and empower them to thrive in today’s digital age.

Understanding printer security risks

Printers can store significant amounts of sensitive data, making them attractive targets for cyberattacks and they have presented security risks for decades.

Modern multifunction printers (MFPs) face an even broader range of threats. Threats include unauthorised access to print data, print job manipulation and cloud printing vulnerabilities. In addition, there is the potential use of printers as attack points to launch broader network intrusions. To mitigate these risks, businesses must adopt best practices for printer security.

Our key recommendations include:

• Keep the printer’s operating system updates as this provides enhanced security and fixes new and known vulnerabilities.
• Change user pins and passwords regularly as strong and unique passwords reduces the likelihood of unauthorised access.
• Enable two-factor authentication as additional verification beyond just a password adds an extra layer of security.
• Turn off unused services as disabling unnecessary functionalities reduces potential attack vectors.
• Place printers on a separate network as isolating them on a dedicated network segment can prevent them from being used as entry points for broader network attacks.

Boost best practice with advanced security features

When selecting a printer, organisations bear a significant responsibility that extends beyond security considerations to include reliability, sustainability and overall operational efficiency.

Modern printers should also offer features that support seamless integration with existing workflows and IT infrastructure. In addition, it is necessary to ensure that they contribute positively to the business ecosystem. By carefully choosing a printer that excels in these areas, organisations can ensure they are making a sound investment that supports long-term success and stability.

MFPs are designed with a range of security measures to protect sensitive information throughout its lifecycle.

These include:

• HDD encryption and advanced algorithms ensure that sensitive information remains secure even if the hard drive is removed.
• USB port lockdown prevents unauthorised devices from accessing the network.
• Firmware validation prevents the installation of malicious software.
• Secure print reléase ensures that documents are only printed after user authentication, which means that sensitive information is not left unattended at the printer.
• Personalised approach ensures that businesses can protect their critical information assets while improving operational efficiency.

We understand that each business has unique security needs. So, we work closely with our clients to identify vulnerabilities and implement tailored security measures. This personalised approach streamlines print management and enhances security throughout the system.

Embracing cloud-based security solutions

Recognising the shift towards cloud computing, we have developed robust cloud-based solutions that offer enhanced security and flexibility.

Cloud Print and Scan solutions, for instance, provides secure print release and multiple scan options. This allows businesses to manage documents securely and efficiently from various locations.

New technology should have a comprehensive cloud offering which is a blend of infrastructure and software providing a highly available, secure and scalable hosting platform.

Cybersecurity future predictions

Gartner’s report on cybersecurity predictions for 2023-2024 highlights the increasing importance of implementing comprehensive security measures. These measures should be across all aspects of business operations, including printer and network security. As security threats continue to evolve, businesses must stay vigilant and proactive in their approach to cybersecurity.

By integrating advanced security features into its products and providing tailored solutions, we have effectively helped many businesses navigate the complex landscape of digital security.

Greg Griffith | Team Lead | Product Marketing | Kyocera Document Solutions South Africa (KDZA) | mail me | 

Related FAQs: Advanced printer security

Q: What is advanced printer security?

A: Advanced printer security refers to a set of features and settings designed to protect sensitive documents and ensure privacy when printing. This includes secure print options, password protection and network access controls to prevent unauthorised use.

Q: How can I enable secure printing on my printer?

A: To enable secure printing, access the printer’s settings menu, look for the advanced settings and enable the secure print option. You may also need to create a password or passcode that must be entered at the printer to release the document.

Q: What are the benefits of using advanced print settings?

A: Using advanced print settings allows users to protect confidential data by controlling who can access or print documents. It helps limit exposure to security breaches and ensures a secure printing environment within the company.

Q: Can I configure my printer to automatically secure documents?

A: Yes, many modern printers have the option to automatically secure documents by embedding a password or using secure print functionality. Check your printer’s manual or settings menu for options related to automatic secure printing.

Q: How does secure print protect sensitive documents?

A: Secure print protects sensitive documents by requiring the user to enter a password or passcode at the printer before the document can be printed. This ensures that only authorised users can access and print confidential data.

Q: What should I do if I experience a security breach related to printing?

A: If you experience a security breach, immediately consult your IT department to assess the situation. They may need to adjust the printer’s settings, limit network access or upgrade security protocols to protect against future breaches.

Q: Are there specific printers recommended for advanced print security?

A: Yes, many manufacturers offer printers with built-in advanced security features. When selecting a printer, look for models that support secure print, password protection and have certifications for data protection.

Q: How can I limit network access to my printer?

A: To limit network access, you can adjust the printer’s settings to restrict access to specific IP addresses or user accounts. This helps ensure that only authorised devices and users can connect to the printer.

Q: Is it necessary to upgrade my printer for better security?

A: If your current printer lacks advanced security features, it may be beneficial to upgrade to a newer model that offers enhanced security options. This can help protect sensitive documents and create a more secure printing environment.

Q: What role do advanced print settings play in a company’s security policy?

A: Advanced print settings play a crucial role in a company’s security policy by ensuring that sensitive documents are protected from unauthorised access and exposure. Implementing these settings can help safeguard the company’s confidential data and mitigate the risk of security breaches.