Print security: is your network at risk?

Sat quietly in the corner, your office printer might not appear to be the biggest security risk. However, studies suggest it could be a gateway to a whole host of malware, ransomware, and social engineering threats.

If left unprotected, printers can be a significant security risk – both to an organisation’s network and its resources. If you’re surprised, it may be because the printer is the last part of your network you’d think to protect. For the smartest hackers, that makes it the first place to attack. So how do you make sure your network stays secure?

Secure the network

Far from an isolated device, a printer is an entry point into your network. And for most companies, it is a security blind spot. With access to a networked printer, an unauthorised user can discover device configurations, network information, and user credentials. This is because printers are often installed with access to multiple network subnets. This enables different departments to use them but also makes the printer an excellent target for potential hackers to plant Wi-Fi devices, sniff traffic and access system passwords.

In fact, printers can be easier to hack than computers because organisations often don’t see them as a security risk. According to recent research, 63 percent of businesses experience one or more print-related data breaches each year. Moreover, 64 percent of IT managers believe their printers are infected with malware. Such breaches can lead to the loss of proprietary secrets and sensitive customer information. This in turn can lead customers to leave a company and, in some cases, file for damages. Yet still 56 percent of companies have no print security strategy in place.

To protect your business, printing equipment should run on a separate network, with a firewall in between to ensure that no exploits can go in either direction. Organisations should also consider implementing a log management system to help detect any unusual printing activity. Certain multi-function printers (MFP) also make use of SSL encryption which makes printing across a network safer.

Data defence

As companies hold increasing amounts of customer data, data breaches are becoming bigger and more common. And even a small incident can make a big hole in your bottom line. According to the Ponemon Institute, the average total cost of a data breach increased by 23 percent over the past two years.

This makes it important to choose an MFP where data security is built in from the start. Look for models that include hard drive encryption and data overwrite features as standard. Data overwriting wipes your print data to ensure that sensitive information doesn’t linger on the disk. And to ensure the right person always collects the right print job, your device should also offer follow-me printing. This keeps print jobs on hold until the right person scans their ID badge or enters a password.

You are only as strong as your weakest link

When it comes to printing, it would seem that bad habits die hard. A recent survey revealed that 94 percent of office workers have at least one printing habit that puts their organisation’s security at risk. For instance, a quarter of office workers have left printed copies in the printer tray while one fifth have picked up someone else’s documents. According to Quocirca, simply leaving documents on the printer tray resulted in loss of data at 90 percent of European businesses. Education, therefore, plays a vital role in an effective security strategy.

Companies should explain the risks of, for example, leaving print-outs in the output tray or installing your own printer from home. Make sure you translate these lessons into official printer usage policies – and ensure your teams follow them. With the right training, you can keep your network safe and your data 100 percent secure.

If your organisation is hacked, one of the first questions, whether it’s from the press, the insurers or the CEO, will be: why did you fail to stop the breach? The answer that you weren’t aware that printers needed protection is no longer acceptable. And yet that is the reality faced by many companies around the world.

To stay safe, businesses need to defend their network, data, devices, and users. Choose a printer fleet with up-to-date security technology, look for trusted vendors with good security credentials, and educate your employees about where print threats may arise. And always run refresher courses to keep everyone up-to-date. The risk may be rising but with the right technology and training, every organisation should be able to identify print threats and prevent them before they occur.

Staff Writer