Key Takeaways
- Network-connected printers and multifunction devices should be included in an agency’s overall cybersecurity strategy.
- User authentication and secure print release can help prevent sensitive documents from being left unattended.
- Firmware updates, secure device configurations, access controls, and network protections can help reduce security risks.
- Agencies should consider how data is handled throughout the entire document lifecycle, including when equipment is retired.
- Offix can help government organizations evaluate printing technology and security features based on their operational requirements.
Government offices handle documents that may contain sensitive, confidential, or controlled information. While cybersecurity efforts often focus on computers, servers, and applications, printers and multifunction devices also connect to agency networks and may process, transmit, or store information.
That makes secure printing practices for government offices an important part of a broader information security strategy.
NIST guidance specifically recognizes printers, copiers, scanners, and multifunction devices as technology that organizations should consider when assessing information security risks.
Here are several areas government organizations should consider when evaluating the security of their print environment.
1. Assess Your Current Print Environment
A secure print strategy starts with understanding which devices are connected to the organization’s network and how they’re being used.
An assessment may include:
- Creating an inventory of printers, copiers, scanners, and multifunction devices
- Reviewing device configurations
- Identifying outdated firmware
- Reviewing enabled network services and protocols
- Identifying devices with internal storage
- Evaluating who can access each device
- Reviewing how sensitive documents move through printing and scanning workflows
This can help IT and security teams identify areas that may require additional attention.
2. Use Authentication and Secure Print Release
One of the simplest document security risks occurs after a user clicks “Print.”
A sensitive document sent to a shared printer could sit in the output tray before the employee retrieves it. In a busy government office, other employees or visitors may have access to that area.
Secure print release can help address this issue by holding the print job until the authorized user authenticates at the device.
Depending on the equipment and software, authentication options may include:
- PINs or passwords
- Employee credentials
- Access cards
- Other supported authentication methods
NIST security guidance recognizes physical access controls around output devices such as printers, scanners, and copiers as one way organizations can protect sensitive information.
3. Keep Printer Firmware and Configurations Updated
Modern multifunction devices have many of the same characteristics as other network-connected technology. They can include operating systems, storage, network connections, administrative interfaces, and other software-based capabilities.
For that reason, printers shouldn’t be overlooked when organizations manage updates and security configurations.
Agencies should establish procedures for:
- Reviewing manufacturer firmware updates
- Applying appropriate security patches
- Changing default administrative credentials
- Reviewing administrator permissions
- Disabling unnecessary services or protocols
- Maintaining approved device configurations
NIST notes that modern replication devices can contain internal storage, embedded print servers, web server capabilities, and network connectivity.
Keeping those devices appropriately configured should be part of an organization’s broader technology management process.
4. Protect Data Sent to and Stored on Devices
Information security doesn’t stop when a document leaves an employee’s computer.
Depending on the device and configuration, information may be transmitted across the network or temporarily stored by the printer or multifunction device.
Organizations should evaluate available security capabilities such as:
- Encryption for supported data transmissions
- Device storage protections
- User authentication
- Secure print queues
- Data overwrite capabilities
- Administrative access controls
The exact features available will depend on the manufacturer, model, software, and configuration.
Government organizations should select and configure these capabilities according to their own security requirements and applicable policies.
5. Consider Network Security
Because many printers and MFPs connect directly to an organization’s network, they should be considered when developing network security policies.
IT teams may evaluate whether devices should have:
- Restricted network access
- Appropriate firewall rules
- Network segmentation
- Disabled unused ports and protocols
- Limited administrative access
- Monitoring appropriate to the organization’s security requirements
CISA’s Zero Trust guidance specifically includes printers within the broader category of network-connected devices that agencies should manage as part of their security environment.
6. Monitor and Manage Print Activity
Print management software can provide administrators with greater visibility into how devices are being used.
Depending on the solution, organizations may be able to monitor information such as:
- Print volumes
- Device utilization
- User activity
- Color versus black-and-white printing
- Equipment status
- Supply levels
For organizations with specific security requirements, supported solutions may also provide additional controls around authentication, document release, and user permissions.
The appropriate level of monitoring will depend on the agency’s policies and security requirements.
7. Establish Secure Document Handling Practices
Technology is only part of print security.
Employees should also understand how to handle printed information appropriately.
Agency policies may address:
- Retrieving sensitive documents promptly
- Using secure print release when appropriate
- Limiting access to sensitive printed materials
- Storing documents securely
- Disposing of confidential documents appropriately
- Following agency procedures when printing remotely
Clear procedures help employees understand their responsibilities throughout the document lifecycle.
8. Plan for Secure Device Retirement
Printers and multifunction devices eventually need to be replaced, returned, or disposed of.
Some devices contain internal storage that may retain information depending on how the equipment operates and is configured. NIST specifically identifies storage as one of the security considerations associated with modern replication devices.
Before equipment leaves an organization’s control, agencies should follow their established media sanitization and equipment-disposal procedures.
This may involve supported data deletion, overwriting, storage removal, or other approved methods depending on the equipment and applicable agency requirements.
How Managed Print Services Can Support Print Security
Managed Print Services can give organizations greater visibility and control over their print environment.
Depending on the solution selected, an MPS strategy can help organizations:
- Monitor equipment across multiple locations
- Manage supplies and service
- Evaluate device utilization
- Maintain a more standardized equipment fleet
- Identify outdated or inefficient devices
- Implement compatible print management and security solutions
However, Managed Print Services shouldn’t be presented as a replacement for an agency’s cybersecurity program.
Instead, print management can support the organization’s broader IT and security strategy by helping administrators better understand and manage the devices within their print environment.
Choosing Printers and MFPs for Government Offices
Security should be considered when selecting new printing equipment.
Depending on an agency’s requirements, features worth evaluating may include:
- User authentication
- Secure print release
- Data encryption capabilities
- Storage protection
- Data overwrite capabilities
- Administrative access controls
- Firmware update support
- Network security settings
- Print management software compatibility
Not every government organization will require the same features.
The right solution should reflect the agency’s information security policies, network environment, workflows, users, and applicable requirements.
Build a More Secure Print Environment
Secure printing practices for government offices involve more than purchasing a printer with security features.
Organizations should consider the complete environment—from network configuration and authentication to document handling and eventual device retirement.
Offix can help government organizations evaluate printers, multifunction devices, print management software, and available security features based on their operational needs.
Contact Offix today to discuss your agency’s printing environment and office technology requirements.
Frequently Asked Questions
Why should government offices consider printer security?
Modern printers and multifunction devices can connect to networks and may process, transmit, or store information. Including them in an organization’s overall security strategy can help protect sensitive information and reduce overlooked risks.
What is secure print release?
Secure print release holds a print job until the authorized user verifies their identity at the printer or multifunction device. This can help prevent sensitive documents from sitting unattended in an output tray.
Should printers receive firmware updates?
Network-connected printers and MFPs should be included in an organization’s established process for reviewing and applying appropriate manufacturer firmware and security updates.
Can multifunction printers store information?
Some multifunction devices contain internal storage and may store information as part of their normal operation. The capabilities vary by device, which is why organizations should understand how equipment handles information and establish appropriate security and disposal procedures.
Can Managed Print Services improve print security?
Managed Print Services can help organizations gain greater visibility into their print fleet and implement compatible management and security capabilities. The specific security controls available depend on the equipment, software, configuration, and services selected.