Ask most businesses to list their cyber risks and they will name laptops, servers, email and the cloud. Almost nobody names the printer in the corner. Yet a modern multifunction printer is a networked computer with a processor, a hard drive and an internet connection, sitting inside your network and handling some of your most sensitive documents. Left unmanaged, it is one of the easiest things in the building to overlook and one of the easiest ways in. Here is why print security matters in 2026, and the practical steps that close the gap.
Why is the printer a target?
Two things make printers attractive to attackers. First, they are trusted devices sitting deep inside the network, often with weak default settings and firmware that nobody updates. Second, they handle exactly the documents worth stealing: contracts, payroll, patient records, financial statements. Industry research consistently finds that a majority of organisations have suffered a print-related data loss, and the numbers are not falling. As more businesses tighten laptops and servers, the unmanaged printer becomes the soft target left over.
What data does a printer actually hold?
More than most people realise. A multifunction device can retain copies of what it scans, prints, copies and emails on its internal storage, along with address books, scan-to-email credentials and network configuration. That has two consequences:
- While in use, stored documents and credentials are a prize if the device is compromised.
- At end of life, a device returned, resold or skipped without a secure wipe can walk out of the door with your data still on it. We cover this in our guide on what happens at the end of a copier lease.
The main print security risks
| Risk | What it looks like | How to close it |
|---|---|---|
| Documents left on the tray | Confidential prints sit in an open tray for anyone to pick up | Secure print release (pull printing) so jobs print only when the user authenticates |
| Data stored on the device | Scanned and printed documents retained on the internal drive | Encryption, and a secure wipe before any device leaves your premises |
| Unpatched firmware | Known vulnerabilities left open for months | Managed firmware patching within a tight window (14 days for critical updates) |
| Weak access and defaults | Default admin passwords, open management ports | Change defaults, restrict admin access, segment printers on the network |
| Intercepted print jobs | Documents captured in transit across the network | Encrypted print pathways and secure protocols |
How do I secure my office printers?
Print security is not one switch, it is a handful of controls applied consistently across every device. The practical checklist:
- Turn on secure print release so nothing prints to an open tray. Tools such as PaperCut and HP Secure Print add PIN, card or app authentication at the device, and you can see these on our software solutions page.
- Enable encryption and access control on the device and its stored data.
- Keep firmware patched within a tight window, and treat printer firmware with the same discipline as your servers and laptops.
- Use hardware-level protection. Devices with built-in security such as HP Wolf Security detect and recover from firmware-level attacks automatically.
- Lock down management. Change default passwords, restrict who can administer devices, and segment printers away from your most sensitive systems.
- Securely wipe drives before any device is returned, resold or disposed of.
Print security and Cyber Essentials
This is no longer just good practice, it is part of certification. Network devices, including printers and their firmware, are in scope for Cyber Essentials, and the 2026 v3.3 update requires critical firmware updates within 14 days. An unpatched, unmanaged printer can quietly contribute to a failed assessment. If you are working towards certification, our guide to the Cyber Essentials 2026 changes explains what is now required.
How Mastercopy keeps your fleet secure
The hard part of print security is not knowing what to do, it is doing it consistently across every device, and keeping it that way. As an ISO 27001 certified managed print and IT provider, Mastercopy applies secure print release, encryption, firmware patching, access control and secure end-of-life wiping across your whole fleet, and keeps it maintained as part of managed IT and managed print. The result is that the printer stops being the forgotten risk in the corner.
Frequently Asked Questions
Are office printers a security risk?
Yes. A multifunction printer is a networked computer with storage and an internet connection, handling sensitive documents. Unsecured, it can expose stored data, leak print jobs and give attackers a foothold, so printers should be protected like any other endpoint.
What data does a printer or copier store?
Internal storage can retain copies of what the device scans, prints, copies and emails, plus address books, scan-to-email credentials and network settings, which is why a secure wipe before disposal is essential.
What is secure print release or pull printing?
It holds a print job in a queue until the user authenticates at the device with a PIN, card or app, so nothing prints to an open tray. It prevents confidential documents being left out and cuts waste.
How do I secure my office printers?
Use secure print release, enable encryption and access control, patch firmware promptly, restrict device management, segment printers on the network, and securely wipe drives at end of life. A managed print provider can apply and maintain all of this fleet-wide.
Does Cyber Essentials cover printers?
Yes. Printers and their firmware are in scope, and the 2026 v3.3 update requires critical firmware updates within 14 days. Unpatched, unmanaged printers can contribute to a failed assessment.
Worried your print fleet is a blind spot? Call Mastercopy on 01642 750404 or email sales@mastercopy.co.uk and we will review your print security with you.