When organisations think about security, the focus is almost always on cyber threats. Firewalls, endpoint protection, phishing awareness, and zero‑trust strategies dominate the conversation. Yet one critical area is still routinely overlooked: print.
Printers, multifunction devices, and print workflows handle sensitive data every day. If they are not properly secured, they can quietly undermine even the most robust cyber security strategy.
The Overlooked Security Risk
Modern printers are no longer simple output devices. They are network‑connected endpoints with storage, operating systems, and access to corporate data. Despite this, print security often falls between IT, facilities, and operations, leaving responsibility unclear and controls inconsistent.
This gap creates risk. Documents are sent across networks, stored temporarily on devices, and left unattended in output trays. Each step presents an opportunity for data exposure.
What Is Print Security?
Print security refers to the controls and processes used to protect printed data throughout its lifecycle. This includes securing the device itself, the network connection, the print job in transit, and the physical document once it’s printed.
Just like laptops and servers, printers should be treated as part of the organisation’s IT infrastructure, subject to the same security expectations and governance.
Why Print Is a Weak Spot in Many Organisations
Print environments often grow organically. New devices are added, drivers are installed, and workflows evolve without a consistent security strategy. As a result, visibility and control are limited.
Common weaknesses include unsecured network access, outdated firmware, and a lack of authentication. In busy offices, it’s also common for sensitive documents to be printed and left unattended, creating a risk that’s easy to overlook but hard to track.
Common Print Security Risks
Print‑related risks take many forms, and they are not always obvious. Some of the most common include:
- Documents intercepted while being sent to a printer
- Sensitive information left in shared output trays
- Unauthorised users accessing printer functions
- Printers being exploited as entry points into the network
These risks increase in shared environments and organisations with high document volumes.
Print Security and Cyber Security Are Closely Linked
Print security is not separate from cyber security, it is an extension of it. Printers connect to the same networks, use the same credentials, and process the same sensitive data as other endpoints.
Treating print as an isolated function creates blind spots in security strategies. When print is included in broader cyber security planning, organisations gain a more complete and resilient security posture.
The Real‑World Impact of Poor Print Security
The consequences of weak print security can be significant. Data breaches caused by exposed printed documents or compromised devices can lead to regulatory penalties, reputational damage, and loss of trust.
In regulated industries, even a single incident involving printed data can trigger audits and compliance failures. Beyond financial costs, the operational disruption and long‑term impact on credibility can be substantial.
Who Is Most at Risk?
Any organisation that handles sensitive information is at risk, but some environments face greater challenges than others. Hybrid workplaces, multi‑site organisations, and shared office spaces all increase the complexity of managing print securely.
Open offices and shared printers make it easier for documents to be viewed or collected by the wrong person, while remote and mobile printing introduce additional network and access risks.
What a Secure Print Environment Looks Like
A secure print environment is built around visibility, control, and accountability. Users should only be able to print what they are authorised to access, and documents should only be released when the user is present.
Key elements often include secure print release, user authentication, encrypted print jobs, and centralised monitoring. Together, these controls reduce risk without disrupting productivity.
The Role of Print Management Software
Print management software plays a critical role in securing print environments. It provides centralised control over users, devices, and print activity, making it easier to enforce security policies consistently.
With the right software in place, organisations can track usage, apply rules, and gain insight into how print is being used across the business. This level of visibility is essential for both security and compliance.
Print Security in a Hybrid Workplace
Hybrid working has changed how and where people print. Employees may send print jobs from home or remote locations and release them in the office later. Without the right controls, this flexibility can introduce risk.
Secure print solutions enable organisations to support mobile and remote users while maintaining strong security standards. This balance is essential in modern work environments.
Compliance and Regulatory Considerations
Many data protection regulations apply equally to printed and digital information. Organisations must be able to demonstrate that sensitive data is protected, monitored, and auditable, regardless of format.
Print security controls such as audit trails, access logs, and secure release help reduce compliance risk and support regulatory requirements.
Assessing Your Print Security Posture
Understanding your current print security posture is the first step towards improvement. This typically involves reviewing devices, workflows, and policies to identify vulnerabilities and inconsistencies.
A print security assessment provides clarity on where risks exist and what actions are needed to address them.
How The DMS Group Helps Secure Print Environments
The DMS Group helps organisations assess, implement, and manage secure print environments as part of a wider managed print service. By combining technology, policy, and ongoing support, they ensure print security aligns with broader IT and cyber security strategies.
Securing the Forgotten Endpoint
Print security is no longer optional. As cyber threats continue to evolve, every endpoint that handles sensitive data must be protected, including printers.
By treating print with the same seriousness as cyber security, organisations can close critical gaps, reduce risk, and build a more resilient security posture overall.