In an era where classrooms are transforming into digital hubs, the introduction of technology opens new learning opportunities. But amidst this technological revolution lies a silent threat—one that often hides in plain sight: the printer.
Think about it. How often do we consider the security risks posed by the innocent-seeming printer sitting at the end of the hall? It's more than just a machine churning out papers; it's a gateway to potential cyber-attacks, a vulnerable point in the realm of student data security.
At STPT, we've seen firsthand the positive impact of solid printer security, especially in educational settings. With decades of experience safeguarding the sensitive data of North Texas & Southern Oklahoma schools, we recognize the urgent need to address this overlooked aspect of cybersecurity.
In this article, we delve into the world of printer security within educational institutions. From the labyrinth of network connections to the maze of shared usage, every print job could be a potential breach waiting to happen.
We’ll explore the crucial role of printer security in compliance with regulations like FERPA. But don’t worry; we're also here to offer solutions to fortify your defenses and ensure your students' confidential information remains safe.
By the end of this reading, you'll understand the gravity of the situation and be armed with the knowledge and tools to transform your educational environment into a fortress of digital security. Let's get started.
Before we get there, consider reading our blog on five printer security mistakes you might be making.
Why are Printers a Security Risk in Education?
It’s no secret that schools have a high demand for printers and printing supplies, from kindergarten, where teachers print coloring books, to universities, where grad students make copies of their thesis. In any situation, printers are enticing entry points for a mischievous hacker or worse, a malicious cyberattack criminal.
If printers are not adequately protected, it can lead to some severe consequences. A lack of proper security measures can cause data breaches and put student data at risk. And that's not all - such incidents can also negatively impact a school's reputation.
In 1974, the federal government recognized the importance of protecting student data and passed a law to address this. The Family Educational Rights and Privacy Act (FERPA) is the law that safeguards student education records and ensures their privacy. Schools must keep this information private and secure to prevent unauthorized access. FERPA applies to public and private institutions that receive federal funding, which is the majority of schools.
A document must meet two essential criteria to be classified as an "education record" under FERPA. First, it must directly relate to a student. Second, it must be maintained by either an educational agency/institution or someone acting on their behalf.
It's worth noting that student data is at risk not only from third parties outside of the school. According to a recent National Center for Education Statistics publishing, around 69 million students are enrolled in K-12 public schools and postsecondary education institutions. That’s a lot of students. All it takes is one lost phone, laptop, or tablet to immediately grant the wrong person access to sensitive information.
But a school printer does more than print students' assignments and projects. In addition to student data, it also handles a variety of documents, such as test answers, lesson plans, and administrative information.
Given the sensitive nature of the information that passes through it, printer security is critical not just for students but for teachers, staff, and the entire school. Ensuring your school printer is secure will keep all confidential information safe from unauthorized access and misuse.
So, you must take printer security seriously and implement measures to safeguard it.
Printer Security Solutions for Education
But how do you protect a school printer from cyber threats and meddling eyes? There are several printer security measures that you can implement to keep your printers and confidential information safe. Here are some solutions to consider:
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Keep Firmware Up to Date:
Firmware updates are crucial to protect against printer cyberattacks. When you update the firmware on your printer(s), you get the latest security features, fix technical bugs, get new productivity features, and keep compatibility with new operating systems.
Note: Older printers may not receive firmware updates after 5-10 years, which makes it less likely for them to support the latest security and productivity features.
To learn more about firmware and how it affects printer security, check out our blog on why you should update your printer’s firmware.
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Restrict Access to Print Jobs:
You can limit who gets to see a particular print job. To restrict access, you can set up passwords, codes, and even biometric information for each person using the printer.
Xerox, for example, has the Secure Print feature available on all their multi-function (MFP) devices and most single-function printers. Once enabled, users will be prompted to enter a passcode before printing to prevent unwanted access to confidential documents.
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Enable Data Encryption:
Encrypt documents with sensitive student data before sending them to a printer. They will be saved in an encrypted format in the machine's memory until you enter the registered password on the operator panel to access them. This ensures that confidential information stays secure during transit and while at rest.
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Enable Data Clearing:
Don’t think a document is erased from the printer once you finish a print job. To truly erase a file, you must enable some sort of data clearing so that “deleted” data can’t be restored by a snooping third party.
Xerox offers an image overwrite function or job data removal, which lets users electronically shred stored information on the printer’s hard disk, providing extra protection against data breaches.
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Protect Hard Disk Drives:
Most modern MFPs come with built-in hard drives, which pose a security risk if not adequately protected. School Administrators should ensure that printers that mainly handle sensitive student records are in a physically secure location.
For a more detailed look at Xerox security features, check out our blog on Xerox’s approach to printer security.
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Monitor Your Network:
Because school printers are often connected to several devices within a network, they are incredibly vulnerable to cyber-attacks.
Secure network school printers by giving them a private IP and putting them behind a network firewall.
Students and staff should only print from approved networks and devices.
Monitoring access to printers via the network reduces cyber-attack risks, protecting student data moving through the school’s network and printers.
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Managed Print Services:
School administrators should know who is printing what and when, as school printers are exposed to hundreds to thousands of documents throughout the day. To make this process easier, print management services like STPT's e-valet can help you track the exact cost of a printed page and include automatic toner shipments.
To learn more about print management services and whether they suit your school, check out our blog on the pros and cons of managed print services.
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Educate Staff & Students:
As schools adopt digital solutions, they must remember to educate students and staff on best printing practices and the value of protecting data privacy. Schools can foster a safe printing culture through mediums such as workshops, training videos, and posters. By promoting responsible printing habits, schools can better safeguard student data.
Remember that the security of printers in a school is not a one-size-fits-all approach. It depends on various factors, such as printer amount, model type, and age.
Schools like UC Berkeley have a minimum security standards guide for networked devices and cloud services, which they update regularly.
In the unfortunate event of a security breach, schools must have an IT team they can count on. A prompt and reliable support system can help resolve the issue swiftly and account for additional security concerns.
After all, the safety and security of students and staff should always be a top priority.
Why Should You Invest in Printer Security?
Investing in printer security is necessary to ensure sensitive information is safe. By doing so, schools can have peace of mind and maintain their reputation. Here are some benefits of strong security measures:
- Safeguard Student Data: Prevent unauthorized access to sensitive information and comply with data protection regulations like FERPA (Family Educational Rights and Privacy Act).
- Mitigate Cybersecurity Risks: Reduce the risk of data breaches and cyber-attacks, preserving the institution's reputation and credibility.
- Enhance Learning Environment: Provide a secure and conducive learning environment where teachers can protect test and grade integrity.
- Reduce Operational Costs: Implement access control and monitoring features to manage printing resources more efficiently, reducing printing waste and saving costs.
These are only a few of the benefits of protecting printers in schools. Whether big or small, all learning institutions should invest in printer security. It's a process that involves multiple steps and requires ongoing attention. From assessing the printer fleet and managing the machine to planning for potential cyberattacks, every stage of the process should be taken seriously.
By investing in printer security and keeping track of printing activities, schools can reduce the risk of cyberattacks, save costs, and promote organizational productivity. It may sound daunting, but it's a process worth the effort.
Select the Right Printer
Choosing the right printer is also a vital decision. You don't want to end up with a small home office printer that can't handle a school environment's safety and workload requirements.
We recommend investing in a business workgroup printer for your educational institution. One option is the Xerox AltaLink C8145. This medium-sized multi-function (MFP) printer offers better security features and advanced technology.
However, the size, quantity, and model of the printers you need will depend on the size of your institution, the number of people who will be printing, and, most importantly, how much they will print.
If you want to find a suitable printer for your educational environment with features that meet your requirements, please visit our Shop Now page or click on the image below to access our product configurator tool.
