When people think of cybersecurity threats in the workplace, their minds usually jump to things like suspicious emails, weak passwords, or outdated software. But there's one device in the office that often flies under the radar—and it could be one of the easiest ways for hackers to sneak in. Believe it or not, that device is the office printer.
It might seem like a harmless machine just doing its job—printing, scanning, and copying—but modern printers are basically computers with memory, storage, and access to your entire network. And that makes them valuable targets for cybercriminals.
The answer is simple: printers handle a lot of sensitive data.
Payroll reports, customer contracts, HR documents—whatever gets printed usually contains private information. Many printers save digital copies of these files. If a hacker gets in, they can quietly steal those documents or use the printer to launch a larger attack on the business’s entire system.
Here’s how a printer can become a weak link in a company’s security:
They remember what you print. Some printers have internal storage that keeps past print jobs. That means a document you printed last year could still be sitting in the device.
Default passwords make break-ins easy. Many printers come with simple usernames and passwords that never get changed. If it’s still set to “admin123,” that’s an open invitation to hackers.
They’re connected to your network. Since printers are often linked to Wi-Fi or wired networks, gaining access to one can give hackers a doorway into everything else—computers, files, emails, and more.
Unprotected print jobs can be intercepted. If no security settings are turned on, hackers can “listen in” on what’s being sent to the printer, grabbing the data mid-transit.
They can send out stolen data. Modern printers often include scanning-to-email or cloud-sharing features. If a hacker gets control, they can use these tools to send your private files to themselves.
Outdated software makes them vulnerable. Like computers, printers need updates to fix security flaws. Many businesses forget to check for these, leaving old bugs open to attack.
Old printers can still cause trouble. Even when a printer is thrown out or recycled, any leftover data on its hard drive can be pulled and misused—unless it's been properly wiped.
Printers can be protected—if they’re treated like the smart devices they are. Here’s how businesses can defend against printer-based threats:
Change the default settings. A unique, strong password for every printer is a must.
Install software updates regularly. Either the business owner or the IT team should make sure the printer's firmware stays current.
Turn on print security features. Some printers let users encrypt print jobs or require a PIN to release sensitive documents. These features should be enabled whenever possible.
Limit access. Not every employee needs full printing rights. Limit who can use certain printer features by adjusting the permission settings.
Clear stored data often. Periodically deleting old print files helps reduce the chance of accidental leaks.
Use a firewall. Printers should be protected just like any computer or server on the network.
Track activity. Keep an eye on the printer's logs. Strange print jobs or unknown users could be early warning signs of a breach.
Many businesses ignore their printers because they don’t seem important in the big cybersecurity picture. But that’s exactly why they’re such an attractive target for hackers.
The printer may not talk, beep, or warn anyone when something goes wrong. But that quiet little machine in the corner could be silently opening the door to a costly data breach.
Treat it like what it is—a piece of connected tech with the same risks and responsibilities as any other device in the office.
Need help locking down your office equipment? A professional IT team can help secure every corner of your network—including the ones you didn’t know were risky. Reach out to learn more.