If you haven’t taken a hard look at how your copier fits into your overall security posture, now’s the time. Below are five areas where things can (and do) go wrong, along with what you can do to protect your business.
You’ve locked down your network, trained your team on phishing scams, and maybe even sprung for a next-gen firewall. But the copier? It’s just sitting there, blinking quietly in the corner, churning out invoices and HR forms.
Harmless, right?
Here’s the twist: that “harmless” office workhorse might be one of the weakest links in your security chain. Today’s multifunction printers (MFPs) are essentially computers with inherent security risks. They come equipped with hard drives, network connections, cloud access, and yes, their own share of sensitive data and vulnerabilities.
If you haven’t taken a hard look at how your copier fits into your overall security posture, now’s the time. Below are five areas where things can (and do) go wrong, along with what you can do to protect your business.
1. Stored Data Could Be a Liability
Most business copiers store data from every job they process. That includes scans, copies, faxes, and prints. If the hard drive isn’t encrypted or regularly wiped, those documents can stick around long after the job is done.
This becomes a serious issue if the device is ever resold, returned, or disposed of without proper sanitization. Sensitive client data, employee records, or financial information could easily fall into the wrong hands.
Ask yourself:
- Is data automatically deleted or encrypted after each job?
- Do you have a process for securely retiring old devices?
2. Network Access Opens the Door to Attack
If your copier is connected to your network, it’s a potential entry point for cyber threats. Many MFPs have built-in web servers, admin portals, and wireless capabilities. That’s convenient, but if those aren’t secured, they can be exploited.
Default passwords, outdated firmware, or unsecured configurations can allow attackers to gain access, move laterally through your network, or exfiltrate data across your operating systems and create a data breach.
Ask yourself:
- Are all device passwords unique and strong?
- Is the firmware updated regularly?
3. Print Jobs Aren’t Always Private
Think about how many times someone prints a sensitive document and then forgets to pick it up. Now multiply that by your whole team. Confidential client files, payroll data, and legal documents could be sitting out in plain view.
Secure print features like user authentication or pull-printing can prevent this, but they’re often not enabled by default.
Ask yourself:
- Are users required to authenticate before printing?
- Do you have policies to prevent documents from being left unattended?
4. Cloud and Email Features Can Leak Data
Scan-to-email and cloud upload features make workflows faster, but they also carry risk. If these functions aren’t properly configured, documents can be sent to the wrong people, unencrypted, or stored in locations you don’t control.
In some cases, users can manually enter email addresses or cloud destinations, increasing the chances of misdelivery or untracked file sharing.
Ask yourself:
- Are there restrictions on who can send files and where they can go?
- Are scanned documents encrypted in transit?
5. Compliance Gaps You Didn’t Know You Had
If your business handles regulated data — like financial, health, or legal records — your copier needs to be compliant too. That means securing stored data, controlling access, logging usage, and properly disposing of the device when it's retired.
Noncompliance isn't just risky. It can also lead to fines, failed audits, or lost trust.
Ask yourself:
- Does your copier meet your industry’s compliance requirements?
- Can you provide an audit trail of device activity if asked?
Ready to Discuss Your Copier's Security Vulnerability With an Expert?
If no one has ever walked you through how your copier fits into your IT security strategy, you're not alone. But the risk is real, and it’s growing as office technology gets smarter and more connected.
The good news? Most business-class MFPs come with advanced security features. You just need to activate and manage them correctly. A quick assessment of your current setup can go a long way toward closing gaps, protecting data, and giving you peace of mind.
Let’s talk about what practical steps you can take to lock things down without disrupting productivity.
