Take Printer and MFP Security Seriously

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By Richard F Hermann

Is your imaging and printing environment protected? Security threats through connected printers and MFPs are becoming an increased concern to businesses and home computer users alike. The threats of losing critical business information and revenue,
identity theft along with fines and litigation resulting from security breaches are huge. Recent reports of Dell and Samsung printer security issues and that a Google search revealed over 86,600 HP printers using Jetdirect that were publicly accessible, many at well known companies and institutions, underscores the problem.
There are a variety of security gaps that exist with printers and MFPs. Once understood they are easily addressed. Many of these vulnerabilities seem quite obvious and others may have never crossed your mind. The following is a list of typical vulnerability points:

1. The Output Tray - This is the most common point of concern. Documents sitting on the output tray can be seen by anyone by simply walking up to the device. Do they contain confidential information? Can they be picked up by anyone?


2. The Control Panel - MFPs are powerful devices that print, copy, scan and often fax. It's important to have visibility to the device and to control access to prevent abuse.


3. The Hard Disk - Many printers and most every MFP today contains a hard disk capable of storing files. When a printer or MFP is removed from service, sent out for repair or returned at the end of a lease, important and sensitive information could be leaving your business.


4. The Network - It's easy to intercept printed or scanned jobs as they travel over the network. Give particular thought to your wireless networks whether at the office or at home. Are they secured, locked down and encrypted?


5. The Input Tray - Special media is often used when printing. Do you keep checks, official documents and forms like prescriptions secure and under control?

Actively assessing and managing security across a print environment takes time and consideration. By assessing your fleet, security measures can be implemented that greatly reduce the chances of a breach. Many means to greater security are already embedded in the print device and merely need to be enabled. Here are some suggestions to close your imaging and printing security gaps:

1. Authentication & Pull Printing - Keep hard copies out of the wrong hands with employee authentication by assigning PIN (personal identification number) printing, smart cards, proximity badges and even fingerprint scanning. These technologies verify the employee and only allow hard copy to be printed when the employee is present at the printer.


2. Control Access and Feature Use - When you verify and authenticate device users, you can control who has access to settings and also who can fax, print in color, scan and use of other features. This type of control not only can secure your information but also will help to control print costs.


3. Secure Printer and MFP Hard Disks - Use the built-in encryption features when storing data on the hard drive of your device. Also use the erase feature to systematically erase specific files or the entire hard disk. This is especially important before removing the device from service, when trading it in or at the end of the lease.


4. Protect Data on the Network - Be sure to encrypt all printing or scans sent over the network. Current encryption solutions can make it nearly impossible to read your data if it is intercepted. Pay special attention to wireless access to your network as these are often the weakest and least secure points.


5. Paper and Media Security - If you use specialized paper and media such as checks and printing official documents, consider controlling the media in the paper trays. Many devices have optional locking paper trays to prevent tampering or theft. MICR encoding toner is often used on checks and other sensitive documents to secure the content of documents and prevent tampering or alteration.

By managing and monitoring your entire fleet of printing and imaging devices you can greatly reduce common security risks. Many managed print service providers include security assessment and help manage the risks in your print fleet through active monitoring of the device's usage and configurations.They also deliver firmware updates for the print fleet which not only will enhance performance of the devices but help keep them up to date on security threats.
Sensitive data has become ever more prevalent on our networks. By not overlooking the printing and imaging devices on the network, a great number of the common security loopholes will be remedied and the high costs of information loss and business disruption avoided.

Richard Hermann is owner and CEO of TC Technologies, Inc. The company is dedicated to delivering Smart Office Document Solutions for our clients. This includes cost containment, cost reduction and business process enhancements to improve the production and use of documents both hardcopy and electronically.