We live in a digitized world. Although technology can bring many advantages to our organizations and businesses, these devices and features can also create significant vulnerabilities if not managed correctly. We generally think of our computers and smartphones as vulnerable devices, but have you considered potential weaknesses caused by your printer? Printers and multifunction devices are frequently overlooked in the world of cybersecurity, even though they handle sensitive data.
Secure print management can ensure your organization is secure on all fronts, delivering enhanced safety for these often-forgotten devices. This solution, especially when paired with managed print services, can prevent your printer from becoming an entry point for cyber threats. Learn how secure print management can enhance your business’s cybersecurity and what you can do to keep your printer secure.
What is Secure Print Management?
Secure print management involves the tools, strategies, and policies used to ensure that documents are printed securely, data is protected, and access is controlled across a print fleet. This includes protecting data in transit, controlling who can print and when, and auditing all print activity.
One of the most important features of secure print management is secure print release, which requires user authentication at the device before the print job can be completed. This feature prevents unauthorized users from accessing print jobs that can contain sensitive personal information.
How to Keep Your Print Fleet Secure
What features and practices can you implement to keep your print fleet secure? Find some of the best practices below to ensure security for your print devices.
Implement User Authentication
User authentication is one of the most important ways to keep your device secure and prevent data breaches. This prevents unauthorized access to sensitive documents by adding an extra layer of security. Most often, this is done through secure print release, which requires the user to verify their identity before the print job is completed. Authentication can come in the form of PIN codes, ID badges, or single sign-on (SSO) solutions.
Secure Your Network Connections
Confirming that your devices are on secure wireless networks is another important key to preventing bad actors from accessing print data. Your organization should disable unused ports and protocols, such as FTP, Telnet, or SNMPv1, as these can be easily exploited. Placing printers on a separate VLAN, effectively isolating them from the main network, allows for added security.
Enable Encryption
To enhance security measures even further, enabling encryption on your printers is crucial. By encrypting data in transit and at rest, you can prevent bad actors from accessing these files. With secure print management, you can encrypt using protocols like HTTPS or IPsec, allowing peace of mind for your organization.
Regularly Update Firmware
Using outdated firmware can expose your devices to countless vulnerabilities. Print manufacturers release firmware updates that often patch known security vulnerabilities, so staying on top of these updates is crucial. Make sure your organization checks for updates and installs them in a timely manner to keep your printing fleet secure.
Keep Devices Physically Secure
Although cybersecurity measures are a must, another important element is physical security. Every device in your print fleet should be placed in secure, monitored locations. Preventing unauthorized physical access to your devices prevents data from being stolen from the printer.
Audit Devices Regularly
Another important aspect of keeping your print fleet secure is auditing devices regularly. Your organization should implement logging and monitoring tools to track usage of the device and detect any unusual behavior. These detailed audit trails can help identify unauthorized access attempts or any print activity out of the norm.
Managed Print Services for Secure Print Management
With managed print services, or MPS, your organization can implement secure print management, ultimately safeguarding your devices and preventing it from becoming a vulnerability for cybercriminals. Find more details about these services and how they can enhance print security below.
Security Assessments and Risk Audits
Managed print service providers start their services by assessing your existing print environment. Your provider will identify vulnerabilities, including unsecured devices, outdated firmware, open network ports, or excessive, unnecessary user access. After completing this audit and identifying weaknesses, managed print services will recommend tailored solutions with a clear plan to fix any vulnerabilities.
User Authentication and Secure Print Release
Implementing secure print release is a must for offices dealing with any sensitive print data. Secure print release requires user authentication on your device before documents can be printed. With PIN codes or swipe cards, this feature ensures only authorized users can access specific features or release print jobs in the queue.
Encrypted Printing and Data Protection
Keeping your data encrypted and protected is another crucial aspect of security that can be implemented through managed print services. MPS providers enable SSL/TLS encryption for print job transmission, as well as hard drive encryption for stored data. Another important element is the automatic wiping of job history after printing, which can prevent sensitive data from being recovered after a job is complete.
Continuous Monitoring and Reporting
Gaining visibility about print activity is a crucial aspect of print security, and managed print services provide this visibility through detailed reporting and print audits. These audits allow you to monitor who printed what, when it was printed, and which device created the job. You can also enable alerts for any unusual activity. Overall, these features support compliance regulations and allow you to detect potential threats early.
Proactive Maintenance and Troubleshooting
Managed print service providers keep devices secure by regularly patching vulnerabilities that could result in data breaches. Your provider will also service devices to avoid any security issues caused by outdated firmware or hardware malfunctions.
Implement Secure Print Management at Your Business
With a managed print services provider implementing secure print management at your organization, you can ensure your print fleet is completely secure without posing risks for harmful vulnerabilities.
Searching for a trusted provider? Count on GoodSuite, California’s leading provider of managed print and IT solutions. Our team of trusted professionals will tailor your services to meet your specific needs, allowing you to access customized solutions that suit your business. Request an assessment online or call us today to learn more.
