Printers may seem like simple office tools, but today’s multifunction printers (MFPs) are far more advanced—and that means they also require stronger security measures. While a standard printer performs a single task, MFPs connect to your network, store data, and often integrate with cloud applications. Without proper safeguards, they can become vulnerable entry points in your IT environment.
Why MFPs Require More Security
Unlike single-function printers, MFPs combine printing, scanning, copying, and faxing into one device. To handle these functions, they use hard drives or memory storage to process and temporarily save documents. They also connect directly to business networks, allowing employees to print from desktops, mobile devices, or cloud storage.
This connectivity improves efficiency—but it also increases exposure. Each access point, data cache, and network connection is a potential target for unauthorized users.
Common Security Risks
MFPs can face several types of security threats, including:
- Unauthorized access: Without user authentication, anyone on the network can retrieve sensitive documents left in print queues.
- Stored data exposure: Scanned or printed files may remain on the device’s hard drive, creating potential data leaks.
- Firmware vulnerabilities: Outdated firmware can open the door to cyberattacks or malware.
Ignoring these risks can compromise compliance and data privacy, particularly in industries that handle confidential or regulated information.
Built-In Security Features That Make a Difference
Modern MFPs are equipped with advanced tools to help keep data secure. Key features include:
- User authentication to restrict device access.
- Encryption to protect data in transit and at rest.
- Secure print release to hold jobs until the authorized user is present.
- Automatic firmware updates that patch known vulnerabilities.
Enabling and properly configuring these features is essential to maintaining device and network integrity.
Best Practices for Secure Print Environments
To protect your MFP fleet, work with a trusted technology partner to:
- Regularly update firmware and software.
- Review access controls and user permissions.
- Schedule periodic device audits and vulnerability assessments.
Partner with UBT for MFP Security
United Business Technologies helps organizations strengthen print security through proactive management, device configuration, and network integration best practices.
Contact United Business Technologies for help securing your multifunction printer fleet.