5 Overlooked Ways to Secure Your Multifunction Printer

In today’s complex cybersecurity landscape, it’s easy to underestimate the security risks of multifunction printers (MFPs). Often seen as mere office tools, these devices are actually sophisticated endpoints that store and process sensitive information, making them potential targets for cybercriminals. To protect your MFPs and your network, consider these five often overlooked endpoint security strategies. Each strategy is followed by actionable steps to ensure your network is secure.

1. Change Default Passwords Immediately

One of the simplest yet most crucial steps in securing your MFP is to change the default administrator password. Default credentials are publicly available and can be easily exploited by attackers. Set a strong password—one that includes a combination of uppercase and lowercase letters, numbers, and symbols.

Action Steps:

  • Identify and list all MFPs in your network: Ensure you have a comprehensive inventory to track which devices need password updates.
  • Change the default passwords on all MFPs: Use a password manager to create and store complex, unique passwords for each device.
  • Implement a regular password update schedule: Regularly update passwords to maintain security over time.

2. Disable Unnecessary Protocols and Ports

MFPs often come with a wide range of features that you may not need including protocols and ports like FTP and AppleTalk. If left enabled, they can expose your network to vulnerabilities. By disabling these unused features, you reduce potential entry points and minimize the attack surface of your device.

Action Steps:

  • Conduct a feature audit on your MFPs: Identify which protocols and ports are enabled by default and assess their necessity for your operations.
  • Disable unnecessary protocols and ports: Deactivate any features that are not required for day-to-day functions.
  • Monitor for unauthorized reactivation: Set up alerts to notify IT if any disabled protocols are re-enabled.

3. Enable Hard Drive Encryption

Modern MFPs store a wealth of sensitive data on their internal hard drives—from scanned documents to print job histories. Enabling hard drive encryption ensures that this data remains unreadable even if the drive is physically removed. To further safeguard your information, enable features like hard drive overwrite and automatic data deletion after each print job.

Action Steps:

  • Verify encryption capabilities: Check your MFPs to confirm they support hard drive encryption and are compliant with your organization’s security standards.
  • Activate hard drive encryption on all MFPs: Ensure that all stored data is protected against unauthorized access.
  • Set up automatic data deletion and overwrite: Implement policies to automatically delete data after print jobs and overwrite old data regularly.

4. Implement Secure Pull Printing

One of the common risks associated with MFPs is sensitive documents being left unattended in output trays. Secure pull printing mitigates this risk by holding print jobs on the device until the user authenticates—using a PIN, access card, or username and password—to release them.

Action Steps:

  • Evaluate pull printing solutions: Research and choose a secure pull printing solution that integrates well with your current infrastructure.
  • Configure pull printing on all MFPs: Set up the system to require user authentication before releasing print jobs.
  • Train users on secure printing practices: Educate your employees on the importance of secure pull printing and how to use it effectively.

5. Apply Access Controls and Monitoring

Restricting and monitoring access to your MFP is essential for maintaining a secure environment. Implement user access controls to ensure that individuals have only the permissions necessary for their roles. Enable logging and auditing features to track all activities on the device.

Action Steps:

  • Define user access levels: Categorize users based on their roles and determine the minimum permissions they need to perform their duties.
  • Enable logging and auditing features: Ensure that all MFP activities are tracked and regularly reviewed for any suspicious activity.
  • Review and update access controls regularly: Periodically reassess user access levels and adjust them as necessary to maintain security.

By integrating these overlooked security measures—changing default passwords, disabling unused protocols, enabling hard drive encryption, implementing secure pull printing, and applying access controls—you can significantly reduce the risk of your MFP being compromised. Learn more about endpoint protection and how Visual Edge IT can help. At Visual Edge IT, we take a holistic approach to managing the entire information lifecycle, from print and IT to security. As your Total Technology Provider, we ensure that every aspect of your technology infrastructure is secure, giving you the peace of mind to focus on growing your business.

Proactively securing your MFPs is a critical step in safeguarding your organization’s sensitive data. With Visual Edge IT, you can trust that your technology environment is protected at every stage.