When organizations think about cybersecurity, they often focus on firewalls, passwords, and endpoint protection. Yet one common office device is frequently left out of security strategies: the multifunction printer (MFP). These devices don’t just print, scan, and copy—they also store data on internal hard drives. If those drives aren’t properly secured, they can become a major vulnerability.
Why printer hard drives are forgotten
Unlike laptops or servers, printers rarely make it onto IT’s list of critical assets. As long as they’re working, they fade into the background of daily operations. But every job sent to an MFP—whether a financial report, patient record, or HR document—can be cached or saved on its internal hard drive. Without the right protections, that information may remain accessible long after the job is complete.
The risks of unprotected data
Unsecured printer hard drives expose organizations to several risks. Data breaches are the most obvious: if someone gains access to the drive, they could recover sensitive files. Compliance violations are another concern, especially in regulated industries like healthcare or finance where strict rules govern how data must be handled. Even the simple act of reselling or disposing of a printer without wiping its drive could unintentionally leak confidential information.
Built-in security features
Fortunately, most modern MFPs include features designed to protect stored data. Hard drive encryption ensures that even if the drive is removed, its contents remain unreadable. Overwrite tools can automatically erase cached documents once jobs are complete, reducing the chance of lingering files. These tools are often included but require configuration to be effective.
Best practices for ongoing management
To make the most of these protections, organizations should take a proactive approach to MFP security. That includes keeping device firmware up to date, enabling encryption and overwrite functions, and conducting regular security audits to confirm compliance. When retiring or replacing a device, secure decommissioning processes—such as certified wiping or physical destruction of hard drives—should always be followed.
Printers as part of your cybersecurity strategy
In today’s threat landscape, overlooking any endpoint can be costly. Multifunction printers may not seem like obvious targets, but the data they hold makes them valuable to cybercriminals. By integrating MFP security into the broader cybersecurity framework, businesses can close a critical gap and better protect their sensitive information.
Contact us to strengthen your print security strategy.