Hidden Data Risks in Printers, Copiers, and Office Routers

Why Office Equipment is Quietly Becoming a Source of Data Security Risks

You’re meticulous about shredding documents to protect sensitive information, and your cybersecurity game is on point, with firewalls, safeguards against phishing attacks, and measures to protect endpoints like laptops and servers. But are you really doing everything you should to prevent data breaches? You may be overlooking a major security risk: your office copiers, printers, and routers.

Do Printers Store Sensitive Information? The Data Printers and Copiers Actually Store

Most of the time, people don’t think of printers as a security risk. However, modern printers and copiers are cloud connected, with hard drives and network connections that can leave you vulnerable. In 2020, a research-based online publication called CyberNews performed an experiment to raise awareness about cybersecurity threats via white hat hacking. In this experiment, CyberNews attempted to hijack 50,000 printers, and managed to successfully compromise almost 28,000 of them. That’s 56 percent of the printers, enough to raise serious concerns about the potential for cyberattacks on improperly secured devices.  Typically, printers and copiers store data each time they scan, copy, fax, or print a document. This data could contain sensitive information, like client data, employee records, or financial details, and if the data is not encrypted, it could create a vulnerability.

The Overlooked Risk of Multifunctioning Devices Connected to Wi-Fi

Many modern devices multi-task, like multifunction printers capable of scanning, copying, and printing documents. Unfortunately, the hard drives that store copies of all the data that’s being scanned, printed, or copied could pose a security risk. Without the right printer hard drive security for decommissioning multifunction printers, sensitive data could be exposed. When these devices are connected to Wi-Fi or Ethernet networks, they provide an avenue for cybercrime if they’re not properly protected, allowing access to the entire corporate network. Access to these devices should be restricted, limited to those with authentication, and all data must be encrypted or wiped before the devices are decommissioned.

How an Office Router can Unintentionally Cause Data Breaches

Surprisingly, routers are at a higher risk of being compromised than any other device in an organizational network. Flaws like open administrative ports and outdated systems, together with their exposure at network perimeters, make them an easy target for bad actors targeting network infrastructure. In fact, research undertaken in early 2025 showed that routers make up more than half of vulnerable devices in corporate networks.

What Happens When Old Office Equipment is Replaced or Retired?

Old office equipment can’t just be dragged out to the curb, obviously, and it’s well-known that electronics need to be recycled. What is not as well-understood is the danger that printers and other pieces of office equipment present when they’re not properly wiped before they are discarded. Leaving residual data in the storage of a discarded printer opens your business to a potential security breach, so It’s vital to securely wipe the storage of your office equipment before getting rid of it.

Real World Consequences Businesses Don’t See Coming

Protecting sensitive data isn’t the only goal of cybersecurity measures. Sometimes, cyberattacks on printers are all about manipulating print jobs. Hackers have the necessary skills to disrupt printer queues, alter document content, and add or delete jobs, all without being detected. A vulnerable printer can also be compromised through malware, and once the printer serves as the entry point, malicious software can spread throughout your network, infiltrating other devices and disrupting the integrity of your business systems. At best, a printer with weak security can allow access by unauthorized users, who can hijack print jobs and access sensitive information. At worst, unsecured printers can play host to ransomware, allowing an attack that can significantly disrupt your operation and cause everything from data loss to reputational damage to financial devastation to legal consequences.

Why IT Teams Often Miss These Risks

For a company with an IT team in place, this kind of disruption may seem unlikely. However, IT teams are generally focused on complex systems, and they sometimes see printers as basic tools that don’t need the same attention as cloud systems and servers. However, problems with simple machines can sometimes be fixed in simple ways; something as basic as turning off or unplugging printers when they’re not in use can make a difference in protecting your data.

The Importance of Secure Data Destruction When Equipment Exits the Office

Simply making a point to securely wipe a printer’s storage before disposing of it can protect against data mining.  Never throw out, recycle, or retire a printer without making sure all confidential data has been removed, either by wiping the hard drive or destroying it. A thorough data wipe should be done on a leased copier or printer, as well.

Turning Overlooked Risks into a Proactive Data Protection Strategy

Once you know the importance of printer security, the next step is to be proactive in keeping printer hard drives secure. First, make sure anyone using your printers and copiers have the proper authentication, using PIN codes, secure logins, or ID cards to allow the use of the machines. Only allow documents to be printed by a user who is physically present at the machine — require authentication. Encrypt any data sent over the network, and make sure the hard drives are encrypted as well. Set restrictions based on job roles, and take advantage of all monitoring and tracking features available on your copier or printer, so that you can keep up with usage and notice unusual activity quickly. Finally, work with your IT team to make your printer or copier part of your IT infrastructure, protected by firewalls, intrusion detection, and antivirus software, as part of a cohesive cybersecurity strategy.

From Sensitive Documents to Printer Hard Drive Security, DSS Has Got You Covered

Keeping your sensitive information safe doesn’t have to be complicated. At Document Shredding and Storage, our focus is on security, and whether you need shredding, storage, or the destruction of old IT assets, we will work to find the best and most secure solution for you. DSS is a locally owned company serving Lubbock, Amarillo, Midland, and Odessa, Texas, providing businesses and individuals with certified, secure, convenient services that protect data and provide peace of mind. When you need destruction or storage services, you can count on us to show up when we say we will, provide billing that is straightforward, and deliver services that meet or exceed industry standards. Contact us for more information on how we can help you safeguard your data and protect your business.

Printer Security FAQs

What are some data security risks posed by printers?

Hackers can use printers to gain access to information stored on the hard drive, or as an access point for the wider network. Printers can also be hijacked to spread spam or commit fraud.

What should you do if you think your printer hard drive security has been compromised?

If you notice signs of a breach, like unusual print jobs, a device restarting on its own, print jobs that go missing, or unusual network activity, immediately disconnect your printer from the internet. Then connect to the network using a VPN, and change the login credentials for the printer network.

What are some best practices for preventing data breaches through printers and copiers?

Require authentication, only allow people present at the machine to use it, encrypt your hard drives and any data that goes over your network, and take advantage of monitoring and tracking features. Turn off printers when they’re not in use, and disconnect them from the internet when you complete a print job.

Do printers store sensitive information?

Yes, printers store all sorts of information, including job histories and scanned documents. Sometimes this means the printer is holding invoices, HR files, contracts, and other sensitive information.

How can you keep your office router secure?

Enable automatic firmware updates if possible, and reboot the router, computers, and smartphones once weekly. Don’t use manufacturer set login credentials, and change your Wi-Fi login at least twice yearly. Disable remote management, and if your business has remote workers, use a VPN.