Blog | Datamax Texas

5 Secure Printing Features to Bolster Your Copier/MFP Environment

Written by Jeff Walker | Oct 17, 2024 7:55:50 PM

 

From hybrid and remote work environments to various cloud printing risks, insufficient monitoring, and simple lack of device-level security, there are many reasons why print environments fail to keep up with today’s fast-paced secure protocols.

In your observations of Cybersecurity Awareness Month, how often (if at all) have you considered your print devices? 

It’s no surprise that secure printing remains a big deal for organizations to consider in 2024. Dubbed time and again as “just another endpoint device on your network” by those preaching the security protocols message, it's important to remember:  Your copier or Multi-Function Printer (MFP) processes any number of sensitive documents every single day (all potentially vulnerable to attack. Among them:

  • Financial statements
  • Tax documents
  • Contracts and agreements
  • Employee records
  • Medical and health records
  • Client and customer information
  • Intellectual property documents 

From hybrid and remote work environments to various cloud printing risks, insufficient monitoring, and simple lack of device-level security, there are many reasons why print environments fail to keep up with today’s fast-paced secure protocols.

Cybersecurity best practices in general call for a multi-layered approach. So, what constitutes a ‘secure” printing environment? What pieces, or layers, are you missing in regards to your copiers and MFPs. Let’s take a look at what we consider five “must-haves.” 

First, 4 Stats that Support our Call to Making Copier/MFP Security a Priority.

Here are 4 current statistics that highlight why multifunction printer (MFP) and copier security is increasingly essential for businesses today.

  • While public networks are seen as posing the top IT security risk (35%), this is closely followed by employee-owned home printers (33%), up from 21% in 2023. This potentially reflects the growth in ‘shadow printing’ caused by increased home working and the use of printers outside corporate controls. Office printing is in third position (29%), up from eighth in 2023 (20%). (Quocirica, July 2024)
  • Quocirca’s Print Security Maturity Index reveals that only 20% of organizations are classed as Leaders. (Quocirca, July 2024)
  • In the past 12 months, 67% of organizations have experienced data losses due to unsecure printing practices, up from 61% in 2023 (Quocirca, July 2024)
  • In 2024, ransomware attacks surged by 38%, targeting IoT and endpoint devices, including printers and MFPs, making them a priority in cybersecurity strategies (Quocirca, July 2024)

5 Print Security Features to Bolster Your Copier/MFP Environment.

A Print Management solution like uniFLOW is an excellent choice for organizations prioritizing MFP and print security due to its robust security features tailored to safeguard sensitive information across print, scan, and document workflows. Here are five examples of how a solution like uniFLOW addresses print security vulnerabilities:

1. Encryption of Print Jobs.

uniFLOW ensures that all print jobs are securely encrypted using AES-256 or RSA encryption, protecting documents in transit from interception and tampering until they are securely released at the designated printer. This protects data from unauthorized access during network transmission, making it safer in shared or remote work environments.

2. Secure Print Job Release.

With “My Print Anywhere,” uniFLOW requires user authentication (e.g., via PIN, proximity card, or username/password) at the printer, ensuring that only authorized users can release their print jobs. This measure helps prevent accidental or unauthorized access to sensitive printed documents left unattended at shared devices.

3. Flexible Authentication Methods.

uniFLOW supports diverse authentication options, including PIN codes, proximity cards, and department IDs, adding a layer of security for accessing print devices. This flexibility enables secure printing across multiple devices and user types, including guests, while maintaining centralized control and tracking of all document activities.

4. Cloud and Local Network Support:

For hybrid and remote work setups, uniFLOW Online routes print jobs through local networks to reduce the need for VPNs and limit exposure to external networks. Users working remotely can securely send documents to their devices using encrypted communication, which prevents data from being uploaded to cloud servers unnecessarily.

5. Audit and Compliance Features.

The system’s audit tools log all activities—print, scan, copy, and email—providing organizations with a transparent record for compliance with data protection regulations. It also allows administrators to monitor document activity in real time, flagging potentially sensitive information to prevent data breaches.

Whether you're acquiring a new Multifunction Printer (MFP) or evaluating your current one,
maximizing endpoint security on it is a must. Datamax can help you right-size your fleet while ensuring you're right on target with necessary security best practices. Click for key insights on maximizing Your Copier/MFP security!