5 Common Printer Security Mistakes (With Solutions)

Submitted by Nolan Fowler on Fri, 19 Dec 2025 - 08:07

Most offices spend time thinking about antivirus protection, suspicious emails, and passwords. But what about the office printer? It’s usually forgotten about until something goes wrong. And lately, things are going wrong.

According to the 2025 Quocirca Print Security Landscape report, 55% of organizations experienced at least one print-related data loss in the past year. Even more concerning: print security confidence among SMBs is declining as attacks become more frequent and more expensive, averaging nearly $1 million per breach.

With hybrid and remote work expanding decentralized printing, it’s easier than ever for mistakes to slip through the cracks. And printers, despite being essential to your workflow, often become the weakest link in your security strategy.

At STPT, we’ve spent nearly 40 years helping businesses protect their print environments. We know that even small oversights can lead to big vulnerabilities. But by fixing a few common mistakes, you can dramatically strengthen your security.

Below, we’ll walk through the five most common printer security mistakes we see in offices (large and small), why they matter, and what you can do today to protect your devices and your data.

Table of Contents

Mistake #1: Treating Printers as “Low Priority” Devices
Mistake #2: Leaving Sensitive Documents in Output Trays
Mistake #3: Leaving Data Stored on Printer Hard Drives
Mistake #4: Operating Without Firewall or Network Protections
Mistake #5: Using Outdated or Unsupported Printers
Solution #1: Educate Yourself & Your Team
Solution #2: Become Actionable With Your Security Strategy
Solution #3: Consider MPS or Print Management Software
Conclusion: Strengthen Your Security, Strengthen Your Peace of Mind

Mistake #1: Treating Printers as “Low Priority” Devices

It’s easy to assume cybercriminals are more interested in servers, laptops, and email accounts. Printers feel harmless in comparison. But that assumption is one of the biggest security gaps in many organizations.

CyberNews demonstrated this years ago when researchers hijacked nearly 28,000 printers during a public awareness experiment. They found hundreds of thousands more that were internet-accessible and vulnerable.

While printers aren’t inherently unsafe, they’re often forgotten, unmonitored, or misconfigured. This makes them a prime target for attackers.

Why it matters:

Printers store and transmit sensitive information.
They’re connected to your network just like any other endpoint.
Overlooking them can create an easy backdoor into your systems.

Mistake #2: Leaving Sensitive Documents in Output Trays

Many people have probably printed something, gotten distracted, and walked away. That document will sit in the output tray for minutes or even hours in full view of anyone who passes by.

In a workplace where visitors, contractors, students, patients, or clients come and go, this becomes risky fast.

Sensitive documents like payroll reports, financial data, medical records, and student information can be exposed simply because they were left sitting out.

Silent mistakes like this happen every day, and while they seem minor, they’re among the most common causes of print-related data breaches.

Mistake #3: Leaving Data Stored on Printer Hard Drives

Many people don’t realize that printers often keep digital copies of the documents they print, copy, or scan. That means your machine may be storing sensitive information without you ever seeing it.

While brands like Xerox offer strong protections like encryption and overwrite capabilities, data stored on a printer hard drive can still be compromised if:

Someone breaches your network
The printer is accessed internally by someone who shouldn’t have access
The device is sold or returned without proper data wiping

This mistake becomes especially risky for organizations handling legal, financial, educational, or medical documents. One overlooked cache of stored data can open a door you didn’t know was unlocked.

Mistake #4: Operating Without Firewall or Network Protections

Printers should sit behind your company’s firewall, but it’s surprisingly common to see rogue devices installed incorrectly or left exposed on guest networks.

Without the protection of a firewall and without settings like IP filtering or secure ports, printers become an easier target for unauthorized access.

A single misconfigured device can undermine an otherwise strong security ecosystem.

Mistake #5: Using Outdated or Unsupported Printers

Old printers are not only inconvenient, they’re also vulnerable.

Manufacturers eventually stop updating older devices, which means no more firmware patches, no more security updates, and no protection against new threats.

This is especially risky in hybrid or remote workplaces where printing often happens from decentralized locations. Quocirca reports a significant increase in data loss incidents tied to decentralized printing practices, reinforcing that outdated hardware simply can’t keep up with modern security needs.

If your printer is more than 5–7 years old, it might already be a weak point in your network.

Learn more about the security risks of keeping an old printer here.

SOLUTIONS

Solution #1: Educate Yourself & Your Team

Awareness is one of the strongest defenses against cyber threats. Quocirca highlights the growing need for user education, especially as decentralized printing becomes more common.

Employees should understand:

What types of documents shouldn’t be left unattended
How to use secure print release
Why older devices pose risks
How to recognize unusual printer activity

Education not only helps prevent cyberattacks, it also creates a culture where everyone plays a role in keeping data safe.

Solution #2: Become Actionable With Your Security Strategy

Learning about printer security is one thing, but acting on it is another. And action is where most businesses see the biggest payoff.

CompTIA notes that organizations need a clear understanding of their cybersecurity scope, supported by historical data and repeatable processes. Printer security should fit neatly into that framework.

Here are actionable steps you can take now:

Make sure your printer runs the latest firmware
Confirm that all devices are behind your firewall
Turn on IP filtering and secure print features
Establish a routine schedule for wiping printer hard drives

Small, consistent actions close gaps before attackers can find them.

Solution #3: Consider MPS or Print Management Software

For organizations with multiple printers, heavy print workflows, or cloud-based environments, manual oversight often isn’t enough. That’s where more advanced solutions make sense.

Managed Print Services (MPS):

Monitor devices 24/7
Push firmware updates
Identify outdated or insecure hardware
Reduce unnecessary access to printers

Print Management Software:

Require authentication at the device
Track activity across users and departments
Enforce rules (e.g., secure print, color restrictions)
Improve oversight and compliance

You can choose one or the other or use them together for a fully protected, fully optimized print environment.

Conclusion: Strengthen Your Security, Strengthen Your Peace of Mind

After looking closely at the most common printer security mistakes, it’s clear how easily these issues can sneak into a busy workplace and how quickly they can escalate into something more serious.

You now know what to watch for, what to avoid, and the steps you can take to reinforce your print environment. Whether you’re managing a single device or a full fleet, tightening printer security is one of the simplest ways to lower your risk and protect your business.

Now that you’ve seen where vulnerabilities often appear, it’s time to understand how to strengthen your defenses. Read 5 Ways to Protect Your Printer From Cyberattacks, for a practical guide on how to secure your devices starting today.

And if you’d like help deciding whether Managed Print Services or print management software could support your security goals, feel free to contact us. We’re here to help you make the right choice for your office and your workflow.