Printers are some of the most frequently used pieces of equipment in offices and homes. Even though viewing and storing content in a digital format has become more common over the years, many people still need or want hard copies of their documents.
Although users typically take cybersecurity precautions with their computers, that is not always the case with their printers. How should they keep these devices safe from potential attacks?
1. Install the Printer With Security in Mind
A person’s commitment to strong cybersecurity should begin when they set up the printer. For example, a best practice is to turn off network capabilities. That way, the device only responds to printing commands originating from the network router.
Turning off unnecessary or rarely used protocols or ports is also a wise move because they give malicious parties easy access to the printer if left alone. If the printer is a new model, it uses IPPS protocol via SSL port 443 as a standard protocol for secure usage, so people should leave that port open.
Installing a printer to work securely also requires people to turn on their firewalls. Windows systems have built-in options that users should keep enabled at all times because they secure unused ports. Mac computers also have integrated firewalls, but the company turns them off by default. Another stipulation is that they only monitor incoming traffic. Better alternatives also give people control over outgoing activities.
Another smart setup step is to require people to enter passwords to use printing privileges. This precaution is more effective against internal misuse than hackers, but it is still useful for helping people understand usage trends associated with their printers. If the monthly usage is suddenly much higher than normal, that could indicate there’s something to investigate.
2. Consider What to Print Internally Versus Externally
Statistics suggest the commercial printing market’s worth will rise to almost 12% higher by 2027 than it was in 2021. Many consumers and office administrators know there are many times when it makes sense to have printing professionals tackle some jobs, especially if the work will require significant amounts of ink and paper or keep an organization’s only printer unavailable for other jobs during large segments of the workday.
People should determine if the content to print contains confidential details or information they would otherwise not want to fall into the wrong hands. Most print shops operate by allowing customers to upload the files to print. Although the chances are small overall, things could go wrong during that initial process or after the printing provider receives the material.
Internal printing allows people to verify that the activity only occurs on machines set up for maximum security. External printing services are extremely convenient for the efficiency and scalability they offer. They allow many individuals to print large projects without having the latest equipment and an extensive infrastructure.
However, if the documents include private details or similar content, the safest thing from a cybersecurity perspective may be to print them internally. That option enables better control, provided that printer users feel confident in the device’s preventive security measures.
3. Keep Printers Updated
Printer updates are easy but often overlooked ways to keep these devices secure. That’s because manufacturers release new firmware once they become aware of cybersecurity issues. One example occurred when news broke that printers from a particular brand contained seven vulnerabilities, including some that could make the devices crash or allow remote code execution. However, firmware updates contain patches that address those known problems.
Printers running old versions are easy targets for hackers who can access those devices and use them as entry points to wider networks. However, administrators should check the settings to see if they can enable automatic updates. Then, new offerings will get downloaded and installed with minimal or no intervention.
Connected printers are among the many internet-enabled devices present in today’s office environments and similar settings. People tasked with securing all or most of those things should consider products to make it easier.
For example, Internet of Things management platforms allow people to oversee the particulars of all associated devices at once. They can quickly determine if a specific printer has outdated firmware or is the same model as one recently flagged as having a security risk. In the latter case, an authorized platform user could take the device offline until manufacturers release a patch, and even do so remotely.
4. Dispose of Printers Responsibly
Most people have heard of cases of consumers purchasing used laptops and finding that they still contain the previous owner’s files. Similar cases have happened when clients have sent computers for disposal and discovered that service providers neglected to take some necessary steps to make the data unusable.
Experts recommend purging a printer’s data according to the manufacturer’s details about how it functions. If the device has non-volatile memory or an internal disk, it may hold sensitive data without people realizing it. Fortunately, getting rid of it is often as simple as leaving the printer unplugged for a prolonged period before disposing of it.
People should also examine how certain features could pose cybersecurity risks if not addressed. For example, some printers allow people to send emails by interacting with their user-facing panels. However, making that functionality work requires entering the email account’s login details. Deleting them before recycling the printer or selling it prevents unauthorized access.
Maintain Printer Productivity
These tips will help people optimize their printer usage without introducing preventable security risks. Although they are easy to implement, these safeguards reduce the risks of unintended consequences.
As the Features Editor at ReHack, Zac Amos writes about cybersecurity, artificial intelligence, and other tech topics. He is a frequent contributor to Brilliance Security Magazine.
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