7 Best Practices to Secure Your Printers
It’s just a printer, right? A printer might seem inconsequential, but securing all networked devices, including printers and multifunction devices (MFDs), is vital to safeguarding sensitive information within any financial institution. Consider the non-public information sent to your printers daily—overlooking these devices in your security strategy can lead to significant risks. Here are some key practices to enhance the security of these everyday devices:
1. Firmware Updates
Regular firmware updates are essential for maintaining the security and functionality of printers and MFDs. Manufacturers periodically release updates to fix vulnerabilities, enhance features, and improve performance. Without these updates, devices can become susceptible to security breaches. It’s necessary to schedule regular checks for firmware updates and apply them promptly to protect your devices against the latest threats. Some printing solutions provide firmware management and reporting as part of their contract, which is a great way to stay on top of these devices.
2. Supported Devices
It is important to ensure your institution uses supported devices for its printers and MFDs. Manufacturers provide ongoing support, including updates and patches, for current models. Using outdated or unsupported devices means missing out on these critical updates, leaving your network vulnerable to attacks. Ensure all printers and MFDs in use are within the manufacturer’s support lifecycle. When evaluating supported devices, don’t forget about ancillary devices used by remote workers.
3. Secure Print
Secure print features protect sensitive documents from unauthorized access. This involves requiring users to authenticate at the printer before their documents are printed. Implementing secure print can prevent confidential information from being left unattended in output trays, reducing the risk of data leaks.
4. Set Rules for Internal Hard Drives
Many modern printers and MFDs come with internal hard drives that store documents and other data. Establishing strict rules for the management and use of these hard drives is crucial. This includes encrypting data, restricting access to authorized personnel, and setting up automatic deletion policies for files stored on the hard drives. Many of these devices allow for immediate deletion, daily deletion, or even yearly deletion. Proper management ensures that sensitive information is not inadvertently exposed.
5. Certification of Hard Drive Status
When a printer or MFD reaches the end of its life cycle or is being repurposed, it’s vital to certify the status of its internal hard drive. This involves securely wiping or destroying the hard drive to ensure no residual data can be recovered. Certification provides assurance that all stored data has been properly eradicated, preventing potential data breaches.
6. Use Manufacturer Ink Cartridges Only
While third-party ink cartridges seem like a cost-effective alternative, they can pose security risks. Manufacturer ink cartridges are designed and tested to work seamlessly with specific devices, ensuring optimal performance and security. That’s right, ink cartridges can be a security risks. Watch this video about HP printers and ink cartridges to understand the threat and recognize that it is real for all brands.
7. Location of Printers
The physical location of printers and MFDs within your office environment can also impact security. Placing these devices in secure, monitored areas reduces the risk of unauthorized access. High-traffic areas or locations accessible to the public should be avoided. Additionally, consider implementing surveillance and access control measures to enhance physical security.
Securing printers and MFDs is a critical component of a financial institution’s network management and overall security strategy. By following these seven best practices, you can significantly reduce the risk of data breaches and ensure the integrity of your network. Taking these steps will help safeguard sensitive information and ensure banking operations continue to run smoothly.