Why Printers Are a Security Risk (and How Cloud Fleet Management Helps Secure Them)

Printers are often overlooked in cyber security strategies, but they can represent a serious security risk in modern business networks. Because most printers are connected to internal systems, store sensitive data and run outdated firmware, they can be exploited by attackers if not properly managed.

In many organisations, unsecured or unpatched printers have become an unexpected entry point into corporate systems. This article explains why printers are a security risk, how these vulnerabilities are exploited and how modern cloud-based management tools help reduce the threat.

Why printers are a security risk

Printers are often underestimated because they seem harmless. In reality, they can introduce several risks:

1. Outdated firmware creates vulnerabilities

One of the key issues is outdated firmware and unpatched vulnerabilities. Like any other connected device, printers rely on embedded software that needs regular updates. When these updates are missed, known security weaknesses remain open and can be exploited by attackers.

This risk becomes more serious with older devices that have reached manufacturer end-of-life. These printers may no longer receive security patches at all, creating long-term vulnerabilities that cannot be resolved without replacement.

2. Printers store sensitive data

Business information, including cached print jobs, scanned documents and sometimes even authentication data, can be found on your printer or photocopier.

Many modern multifunction printers also contain internal hard drives or SSDs that store print history, scanned documents, address books and authentication details. Without proper management, this creates a hidden data security risk, particularly when devices are replaced, returned at the end of a lease or disposed of.

3. Weak configuration and default settings

Another common risk comes from weak configuration settings. Many printers are deployed with default passwords or unsecured network ports, and these settings are often never changed. Across large organisations, this inconsistency can create multiple weak points in the network.

In addition, service accounts or remote support access may be left enabled without proper oversight. Questions such as who can access the device remotely, whether default credentials are still active and how that access is monitored are often overlooked but important from a security and compliance perspective.

4. Printers as a network entry point

Your printer or photocopier can act as an entry point into wider systems. They sit on internal networks and attackers who gain access to a printer may be able to move across an organisation’s infrastructure, accessing additional systems and data.

5. Unsecured print output

Security risks are not always purely technical, in day to day operations, sensitive documents such as HR records, payroll information or financial reports are often left unattended in output trays.

Without controls such as secure or pull printing, where users must authenticate at the device before documents are released, this creates a simple but effective way for sensitive information to be exposed.

How attackers exploit printers in real-world environments

In real-world scenarios, attackers often target printers as a way to move deeper into corporate networks. Once a printer is compromised, it can be used as a stepping stone to access other internal systems (this is known as lateral movement), allowing attackers to increase their access beyond the initial entry point.

Another common risk is data interception, print jobs and scanned documents can be captured or redirected if security controls are weak, potentially exposing sensitive business or customer information. In some cases, printers may also be used to gather credentials or network details, giving attackers additional access opportunities.

Printers have also been exploited in ransomware attacks, credential theft campaigns and wider network breaches, highlighting their role as more than just peripheral devices.

How Xerox Cloud Fleet Management improves printer security

Xerox Workplace Cloud Fleet Management helps organisations improve printer security by managing all devices from a single online platform.

One of the biggest benefits is automatic updates, instead of IT teams needing to update each printer manually, security patches can be deployed across all devices at once. This helps fix vulnerabilities quickly and reduces the risk of outdated or unsupported devices being exploited.

It also helps standardise security settings across all printers. Password policies, encryption settings and access controls can be applied consistently, reducing the likelihood of weak or misconfigured devices.

Another key benefit is visibility, IT teams can see all printers in one place, check whether they are up to date and quickly identify devices that do not meet security standards. This level of visibility is increasingly important not only for security, but also for compliance and cyber insurance requirements, where organisations are expected to demonstrate asset awareness and patch management.

Xerox Cloud Fleet Management also enables faster response to security issues. If a vulnerability is discovered, updates or configuration changes can be rolled out across the entire fleet quickly, limiting the window of opportunity for attackers.

Business benefits beyond security

Cloud-based printer management doesn’t just improve security, it also makes business operations easier. IT teams spend less time on manual updates and monitoring because these tasks are automated, reducing overall workload.

It also supports compliance and auditing by keeping security settings consistent and enabling organisations to track device activity more effectively. This can be particularly useful for businesses working towards standards such as ISO 27001 or SOC 2.

On top of that, it helps reduce downtime and improves overall efficiency across the organisation.

Final thoughts

If printers are not actively monitored, patched and centrally managed, they can represent one of the largest unmanaged security risks in a business.

Cloud Fleet Management helps close that gap by improving visibility, strengthening security controls and ensuring devices remain up to date, while also supporting compliance and operational efficiency.

If you want to reduce the risk of outdated or misconfigured devices and take a more proactive approach to print security, it’s worth exploring how a managed, cloud-based solution could work within your organisation.

Contact the DNS Team to find out more.