The Real Cost and Dangers of Outdated Technology in 2026

Why Aging Systems, Especially Copiers, Put Pennsylvania Businesses at Risk

Technology decisions made five or ten years ago are starting to show their age.

In 2026, many businesses across Eastern and Central Pennsylvania are still operating on infrastructure that was never designed for today's security threats, compliance standards or workflow demands. The devices may still power on. They may still print, scan and store files. But that doesn't mean they are safe, efficient or cost-effective.

And one of the most overlooked risks continues to sit in plain sight: the office copier.

The Data Behind the Problem

A recent, widely-cited study found:

• 71% of organizations report their network assets are aging or obsolete
• 59% of employees continue using outdated technology simply because it still functions
• Organizations spend 60-80% of their IT budgets maintaining legacy systems

Those numbers have not improved meaningfully over the last three years. If anything, the gap between modern security requirements and aging infrastructure has widened.

When most of your IT budget goes toward keeping older systems running, you lose flexibility. Strategic improvements get delayed. Security upgrades move to next quarter...then next year.

In the meantime, the risk quietly compounds.

What Exactly Counts as Outdated Technology?

Outdated technology isn't just a computer from 2014 sitting in a back office. It includes:

• Servers running unsupported operating systems
• Firewalls no longer receiving firmware updates
• Copiers with aging firmware and unencrypted hard drives
• Backup systems without modern ransomware protection
• Network switches and wireless equipment past manufacturer support

In many small and mid-sized organizations, these systems were installed during growth phases and never fully refreshed. The business expanded. The infrastructure did not.

Where Aging Technology Hurts the Most

Security Exposure

Unsupported systems create predictable entry points for cyber attacks. Cybercriminals actively scan for known vulnerabilities in older firmware and operating systems.

A copier that hasn't received updates in years can provide network access just as easily as an outdated server. Once attackers get in, they move laterally across shared drives and user accounts.

Ransomware events across Pennsylvania have increasingly targeted small and mid-size businesses because they often lack structured refresh cycles.

Compliance Risk

Healthcare providers, manufacturers, financial firms and legal practices across the region face strict regulatory standards. Outdated systems often fail to meet modern encryption and logging requirements.

An unencrypted copier hard drive that stores employee files or client documents can trigger serious compliance consequences. Even without a public breach,  discovery during an audit can lead to remediation costs and legal exposure.

Productivity Loss

Older systems slow down everyday tasks. File transfers stall. Applications lag. Printers jam more often. Employees adapt by working around the limitations, which hides the true cost.

Over a year, those small inefficiencies translate into measurable lost hours.

Why Copiers Deserve Special Attention

In many Pennsylvania offices, copiers are among the oldest connected devices on the network.

Modern multifunction printers are not simple output devices. They:

• Store data internally
• Connect to cloud applications
• Send email attachments
• Authenticate users
• Integrate with document management systems

When these devices age without updates or security configuration, they become weak points.

Real Example: Data Left Behind

A regional professional services firm replaced several leased copiers after years of use. The devices were returned without verified data wiping. Months later, it was discovered that thousands of scanned client documents remained on internal hard drives.

The firm had to notify clients and engage legal counsel. The cost of response exceeded what a proactive upgrade and secure decommissioning process would have required.

Real Example: Production Disruption

A mid-sized manufacturer in Central Pennsylvania experienced a network-wide ransomware incident traced back to an outdated multifunction printer. The firmware had known vulnerabilities. Attackers exploited the device, gained network access and encrypted shared drives.

Production lines stopped for days. Customer orders were delayed. Insurance covered part of the cost, but lost revenue and reputational impact lingered.

The copier was not considered critical infrastructure, but it turned out to be.

The Budget Trap

Spending 60-80% of an IT budget on maintaining legacy systems limits growth.

IT teams become reactive. They focus on troubleshooting instead of improvement. Strategic initiatives, such as automation or cybersecurity enhancements, stall.

Across Eastern Pennsylvania, many small and mid-size businesses operate lean IT departments. When those teams are consumed by maintaining aging infrastructure, modernization becomes difficult to prioritize.

The result is predictable:

• Higher emergency repair costs
• More downtime
• Increased cyber insurance premiums
• Greater exposure to security incidents

Delaying upgrades rarely saves money long term.

A Practical Plan to Modernize Without Overspending

Replacing every device at once isn't realistic for most organizations. A phased approach works better.

1. Conduct a Comprehensive Risk Assessment

Items to review:

• Network infrastructure
• Servers and backup systems
• End-user devices
• Copiers and print environment

Copiers should be evaluated with the same scrutiny as firewalls and servers. Check for encryption, firmware updates and secure user authentication.

2. Prioritize Based on Risk, Not Age Alone

Some older systems may still be supported. Others may pose immediate compliance or security concerns.

Start with:

• Unsupported operating systems
• Devices storing sensitive data
• Infrastructure tied directly to revenue operations

3. Implement a Structured Refresh Cycle

A three- to five-year hardware refresh schedule prevents future backlog. Instead of reacting to failures, you replace equipment before it becomes a liability.

This approach stabilizes budgeting and reduces surprise capital expenses.

4. Use Managed Print Services for Copier Modernization

Modern copier agreements typically include:

• Encrypted hard drives
• Secure print release
• Automatic firmware updates
• Proactive maintenance
• Predictable monthly costs

This converts unpredictable repair expenses into stable operational spending while improving security posture.

5. Shift Appropriate Workloads to the Cloud

Cloud-based file storage and backup systems often provide stronger security and redundancy than aging on-premise servers. For many Pennsylvania businesses, this reduces hardware maintenance demands while improving disaster recovery capabilities.

The Competitive Impact

Businesses in markets like Philadelphia, Allentown, Reading, Lancaster and Harrisburg operate in competitive environments. Clients expect responsiveness and reliability.

Outdated systems slow onboarding. They delay document processing. They increase the chance of public-facing disruptions.

Companies that invest in structured modernization operate more smoothly. They process transactions faster. They recover from outages more quickly. They demonstrate stronger cybersecurity controls during client evaluations.

Technology has become part of brand credibility.

How a Reputable Copier Dealer and Managed IT Provider Helps

A qualified copier dealer and a managed IT provider bring structure to what often feels overwhelming.

They typically provide:

• Full technology audits
• Ongoing patch management
• Cybersecurity monitoring
• Secure copier configuration, device hardening and monitoring
• Verified data destruction at device end-of-life
• Multi-year budget forecasting

Instead of guessing which systems need replacement, you receive a prioritized roadmap aligned with business risk.

Copiers are treated as network endpoints. Firmware updates are tracked. Hard drives are encrypted. Disposal is documented.

That level of oversight reduces liability and simplifies planning.

What to Do Next

If your business has not conducted a full technology review in the last year, that is the right starting point.

Focus especially on:

• Unsupported operating systems
• Aging firewalls and switches
• Backup reliability
• Copier hard drive security
• Firmware update status

A structured review provides clarity. From there, you can develop a phased upgrade strategy that fits your budget and growth plans.

If you operate in Eastern or Central Pennsylvania and want a clear understanding of your current exposure, schedule a Free Risk Assessment. It will identify vulnerabilities, highlight outdated copier risks and outline practical next steps without pressure or guesswork.

Modernizing does not require a dramatic overhaul. It requires a plan.

Frequently Asked Questions

How often should businesses review their technology infrastructure?

At a minimum, conduct a comprehensive review annually. High-compliance industries may require more frequent assessments to maintain security and regulatory alignment.

Are copiers really part of IT security?

Yes. Modern multifunction copiers connect to your network, store data internally and interact with cloud platforms. Without proper configuration and updates, they can expose sensitive information.

What are some signs that a copier is outdated?

Frequent breakdowns, lack of firmware updates, no hard drive encryption and inability to integrate securely with cloud platforms are common indicators.

Can modernization be phased to manage costs?

Yes. A structured refresh plan allows businesses to replace high-risk systems first while spreading costs over multiple budget cycles.

What is included in a technology risk assessment?

A comprehensive assessment reviews network infrastructure, servers, cybersecurity posture, backups, endpoints and print devices. It identifies unsupported systems, security gaps and budget inefficiencies tied to legacy equipment.

Why is local expertise important for IT modernization?

Local providers understand regional compliance expectations, industry trends and response times. On-site support and familiarity with the business landscape across Eastern and Central Pennsylvania can accelerate implementation and issue resolution.