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Cybercrime is a growing concern for businesses of all sizes. It’s particularly worrying for small-to-medium businesses that may not be able to easily absorb the financial impact of a serious data breach or ransomware attack. Securing internal networks, using VPNs, and restricting personal devices on the network are all ways to bolster your firm’s cybersecurity posture. But there’s one access point for hackers that’s often overlooked by business administrators: the humble multifunction office printer. Malicious actors can use network-connected printers to steal credentials, gain access to networks, and download sensitive data. Read on to discover why the multifunction office printer poses such a risk and, importantly, how to secure it better.

Security Risks Associated With Multifunction Office Printer Equipment

Any access point that connects to your business network is a potential entry point for malicious actors who can plant viruses or malware or steal your firm’s confidential data.

Smaller businesses are more at risk from these attacks. They’re targeted because they’re often not at the stage in their growth where they’ve invested heavily in cybersecurity. Statistics show that just 12% of small businesses spend over 5% of their IT budget on digital security. That makes them easy pickings for criminals who can easily break through free firewalls and other minimal security systems.

Even when businesses have spent time and money securing their networks, they may forget about the “back doors” that criminals can take. And one of the easiest for the cybercriminal to access is the multifunction office printer.

This is because all modern printers are now network-connected. Even if they’re not connected to the World Wide Web, they’re certainly linked to your internal office network. Printers have to be connected to your network; you can’t send documents to the machines from multiple computers in remote parts of an office. Your printers may also be linked to various password-protected tools, such as your email or document management systems.

These connections represent major security risks. One ethical hacking firm tested how easy it was to steal credentials using a printer. They found that:

• Data in the printer’s administrative console allows criminals to access confidential information.
• From there, it’s easy for a hacker to route further confidential information, including access credentials, to an off-site server.
• Those credentials can then be used to access other parts of the network.
• It’s also possible to view and even download confidential documents sent to a printer, which are stored temporarily on the printer.
• Hackers can also access documents that are being scanned or photocopied using the multifunction office printer.

Without proper security protocols in place, printers are a dangerously simple way for hackers to steal data and attack company networks.

How to Use Your Printers Securely

Thankfully, there are multiple steps you can take to secure your multifunction office printer and wider business network.

1. Practice Good Password Hygiene

All business passwords for any system should be changed from the default as soon as possible. Criminals absolutely know all the possible default passwords, so forgetting to change your passwords as soon as the printer goes online is the same as leaving the door wide open for malicious actors.

Similarly, ensure you change passwords regularly. Passwords are also often used to access systems that are connected to printers, which is why practicing proper password hygiene is a key way to secure your network. Hackers can sometimes use printers to access email credentials and other areas of the network, so changing email passwords often can prevent unauthorized access to your account. By doing this, if a cybercriminal has managed to gain access to credentials, they have a much smaller window for harm if you’re changing your business passwords weekly.

2. Set Access Control Protocols

Can everyone in your team send confidential documents to the printer? That may not be the most secure approach. Ensure that only authorized personnel can access documents and data that could cause harm if lost or stolen. The fewer channels utilizing secure data, the more secure it becomes. Put data governance and access control protocols in place and ensure everyone is trained accordingly.

3. Close Unused Ports

Many office computer operating systems will have unused printer ports. Some of these are for older printers that are no longer in use. Others may be for a multifunction printer with multiple ports that don’t all need to be used. Speak to your managed service provider (MSP) or IT team about removing, deleting, or closing all unused printer ports, as these can become access points for determined cybercriminals.

4. Upgrade Hardware

Older printer equipment may simply not have the capability to offer proficient security. Invest in newer printers that come with built-in security functions or that can become part of your wider security network. Your MSP should be able to provide the best advice on either buying or leasing the right equipment for your office print needs.

5. Consider Physical Security Risks

Is everyone in your office authorized to be there? If someone wanders into your office and takes a confidential document from an unmanned printer, this is as dangerous as them hacking into your system and stealing data. Ensure you’re present at the printer when a document prints out. If you use the fax function on your multifunction office printer, check that there’s someone on the other end ready to collect the document. Implementing ID cards and CCTV can also help with physical security risks.

How Managed Print Services Promote Security

One of the biggest challenges for small businesses is ensuring printer hardware is up-to-date and fit for purpose. New printers can be expensive, and your firm may end up with equipment that has too many features you won’t use. Investing in managed print services is a simple way to cut costs by spending a set amount agreed with your provider on equipment, print supplies, and comprehensive support solutions.

Discuss your printer needs with Stargel Office Solutions. We support businesses across Houston with secure, state-of-the-art equipment that promotes quality documentation and a more robust security posture for your entire organization. Firms just like yours enjoy the benefits of managed print services, including lower costs, a smaller environmental footprint, and proactive delivery of supplies like toner and paper.

Contact Stargel today to learn more.