If you're like most businesses, you've invested time and money into protecting your network. Your computers have antivirus software and monitoring. Employees use multifactor authentication. Your firewall is monitored, software is patched, and phishing emails are part of employee training.
But what about your copier?
It's easy to overlook. After all, it's "just a copier."
The reality is that today's multifunction printers and copiers are sophisticated computers connected directly to your network. They store data, send emails, scan documents to cloud services, communicate with directory services like Active Directory and often contain internal hard drives that temporarily or permanently retain information.
That makes them another endpoint that deserves the same attention as your laptops and servers.
For many organizations, copier security becomes an afterthought until a device is replaced, a cybersecurity assessment is conducted or documents are left sitting in the output tray unattended for anyone to see.
The good news is that most copier security risks are preventable. Understanding where those risks exist is the first step toward reducing them.
If you're looking for a broader overview of copier security best practices, security features and ways to protect sensitive information, visit our Copier Security Guide.
A copier isn't simply a machine that makes paper copies anymore.
Today's multifunction printers (MFPs) combine printing, copying, scanning, faxing, cloud connectivity and document storage into a single device. Under the hood, they run operating systems, use processors and memory, communicate across your network and often store information on an internal solid-state drive or hard drive.
Think of your copier as another computer on your network. Once you look at it that way, the security conversation changes.
Like any connected device, a copier can become vulnerable if it's improperly configured, runs outdated firmware, uses default passwords or is left unmanaged. It may also contain sensitive business information that shouldn't fall into the wrong hands.
That doesn't mean every copier is a ticking time bomb. It does mean they should be included in your overall cybersecurity strategy rather than treated as stand-alone office equipment.
One of the biggest misconceptions is that a copier only processes documents temporarily.
In reality, many business-class copiers retain information to improve performance, manage print queues, maintain audit logs and support advanced workflows. Depending on the model and how it's configured, your copier's hard drive may store:
Now think about the types of documents employees print every day.
The copier often sees information from every department in the organization. That's why it's an attractive target if it isn't properly secured.
When people hear the phrase "copier security," they often picture a hacker sitting behind a keyboard trying to break into the machine.
While that's possible, it's actually not the most common risk.
Most copier security issues stem from simple oversights.
This remains one of the most common and preventable security issues.
An employee prints confidential documents before heading into a meeting. Another employee walks up to retrieve their own print job and accidentally takes everything sitting in the output tray.
The mistake may be innocent, but the result is the same. Someone now has access to information they weren't supposed to see.
The risk becomes even greater in shared office environments where multiple departments use the same device.
Payroll reports, disciplinary records, contracts or customer information can easily be viewed or removed before the intended recipient ever arrives.
Many organizations change user passwords regularly, but forget about the copier.
If the administrator password is still set to the manufacturer's default or something simple like "admin123," someone with network access may be able to modify security settings, create new users or gain access to stored information.
Changing default credentials is one of the simplest security improvements you can make.
Just like Windows, macOS or your firewall, copier manufacturers periodically release firmware updates.
These updates don't only add new features. They often address discovered vulnerabilities that attackers could exploit.
Running outdated firmware doesn't automatically mean your copier will be compromised, but it can leave known security issues unresolved longer than necessary.
Many organizations configure their copiers to scan directly to email, shared folders or cloud storage.
These workflows save time, but they also require access to network resources.
If permissions aren't properly managed or user authentication isn't required, scanned documents could end up in the wrong location or become accessible to unauthorized users.
Yes.
But probably not in the way most people imagine.
Cybercriminals rarely target a copier simply because it's a copier. They're looking for an easier way into a business network.
An unsecured copier may provide that opportunity if it has weak credentials, outdated firmware, unnecessary network services enabled or poor configuration.
Once inside a network, attackers look for valuable information wherever they can find it.
That could include servers, employee workstations, cloud applications or network-connected office equipment.
It's important to keep this risk in perspective.
The average business isn't under constant attack specifically because of its copier. However, every unmanaged device connected to a network increases the overall attack surface. A copier that's properly configured, regularly updated and included in routine security reviews presents significantly less risk than one that's been ignored for years.
Not sure whether your copier deserves a closer look?
These are some of the most common warning signs.
If nobody remembers changing it, assume it needs updating.
Many businesses maintain servers and computers regularly, but rarely think about updating their copiers.
If secure print or user authentication isn't enabled, sensitive documents may sit unattended in output trays.
Many organizations simply don't know what's happening to information after a job finishes.
Administrative access should be limited to authorized personnel.
If your copier has never been included in an IT security review, there may be opportunities to improve its configuration.
If the answer is "I don't know," it's worth developing a documented process before the next lease return or equipment refresh.
Not sure whether your copier is properly secured? Our free 21-point Copier Security Self-Assessment helps you evaluate your print environment against common security best practices in just a few minutes.
Before moving on, take a minute to answer these questions.
| Question | Yes | No |
| Have the default administrator credentials been changed on your MFPs? | ||
| Is user authentication required for printing or scanning? | ||
| Is your copier running the current firmware? | ||
| Is the hard drive encrypted or configured for data overwrite? | ||
| Are only authorized employees allowed to change device settings? | ||
| Do you have a documented process for securely retiring copier hard drives? |
If you answered no or you're not sure about several of these questions, it doesn't necessarily mean your business has a serious security problem. It does suggest your copier deserves the same level of attention as the other connected devices on your network.
It's tempting to think copier security is solely the responsibility of the IT department.
In reality, protecting sensitive information requires cooperation across the organization.
Office managers decide where devices are placed and who has physical access.
Human resources prints confidential employee information.
Finance handles payroll and banking documents.
Operations may print customer contracts, purchase orders or production schedules.
IT configures the device, manages network access and installs firmware updates.
When everyone understands that the copier is another endpoint, not just another office appliance, security actually becomes much easier to manage.
The good news is that improving copier security doesn't usually require replacing your entire fleet. In many cases, it's about enabling features you already have, adopting a few best practices and making your copiers part of your organization's overall managed IT services and cybersecurity plan.
Here are some of the most effective ways to reduce your risk.
One of the easiest ways to improve security is to require users to identify themselves before printing, copying or scanning.
Depending on your equipment, authentication may include:
Authentication helps prevent confidential documents from sitting unattended in output trays and creates an audit trail showing who accessed the device and when.
For organizations with multiple departments sharing the same copier, this is often one of the highest-impact security improvements.
Many businesses still send documents directly to a copier, where they are printed immediately.
Secure print changes that workflow.
Instead of printing automatically, the job remains encrypted until the user arrives at the device and authenticates. Only then is the document released.
This eliminates one of the most common causes of information exposure: documents left sitting in the output tray.
It's especially valuable for:
Even organizations that don't print highly regulated information often find Secure Print reduces waste because forgotten print jobs never come out.
Firmware is the operating system that runs your copier.
Manufacturers regularly release updates to improve performance, address software bugs and resolve security vulnerabilities.
Many organizations have a formal process for updating servers and workstations, but overlook their copiers entirely.
Adding copier firmware to your regular patch management schedule helps reduce unnecessary risk while ensuring you benefit from the latest security improvements.
Not every employee should be able to modify your copier's settings.
Restrict administrative access to authorized personnel, use strong passwords and disable default accounts whenever possible.
Most copiers also support role-based permissions, allowing organizations to control who can:
Limiting administrative privileges reduces both accidental changes and intentional misuse.
Many business-class copiers support hard drive or solid-state drive encryption.
Encryption helps protect stored information if the drive is removed, the copier is stolen or the equipment changes hands.
Some manufacturers also include automatic data overwrite features that erase temporary job data after processing.
If you're unsure whether these features are enabled, it's worth checking your current configuration.
Like any network-connected device, your copier should follow your organization's security standards.
That may include:
Your copier doesn't need unrestricted access to every system on your network.
Applying the principle of lease privilege helps reduce potential exposure.
One of the most overlooked security risks doesn't happen while the copier is in your office.
It happens when it leaves.
Many organizations lease copiers for three to five years before upgrading to newer equipment. Others sell or recycle devices once they've reached the end of their useful life.
Before that copier leaves your building, ask one important question.
What happens to the data stored on the device?
Depending on the model and its configuration, the copier's hard drive may still contain document images, address books, user information, network settings and other business data.
Simply unplugging the machine doesn't remove that information.
Before returning, selling or disposing of any copier, organizations should verify that stored data has been properly erased using manufacturer-approved procedures. In some environments, removing and physically destroying the storage device may also be appropriate.
If your copier provider handles this process, ask for documentation explaining exactly how data is removed.
Having a documented process protects both your organization and your customers.
Many businesses don't think about copier security until something prompts the conversation.
Perhaps your organization is completing a cybersecurity assessment.
Maybe you're renewing cyber insurance.
Or you're replacing aging equipment and wondering whether your current devices meet today's security expectations.
These moments provide an excellent opportunity to review your print environment.
Ask questions like:
Are all devices still receiving firmware updates?
If you don't know the answer to one or more of these questions, that's a good place to begin.
You don't have to solve every issue overnight. Even small improvements can significantly strengthen your overall security posture.
Cybersecurity isn't just about firewalls, email filtering and antivirus software anymore.
Every connected device deserves attention, including the copier sitting down the hall.
Today's multifunction printers and copiers store information, communicate across your network and support many of the same business processes as other connected endpoints. When they're properly configured and maintained, they can be a secure part of your technology environment. When they're ignored, they can introduce unnecessary risk.
The good news is that most copier security improvements are straightforward.
Strong authentication, current firmware, secure print release, encryption and a documented process for retiring equipment can go a long way toward protecting sensitive information.
The most important step is simply recognizing that your copier should be included in your organization's cybersecurity strategy, not left out.
This article focused on why copiers can become a security risk. For a broader look at protecting your print environment, including security features, best practices and implementation guidance, visit our Copier Security Guide.
If your organization stores confidential employee, financial, customer or healthcare information, it's worth knowing whether your copiers are configured to protect it.
Our complimentary Copier Security Assessment reviews your current devices, security settings and workflows to identify opportunities for improvement.
You'll receive:
Q: Can a copier really be hacked?
A: Yes. Like any network-connected device, a copier can be compromised if it's running outdated firmware, using weak passwords or configured insecurely. However, organizations that follow security best practices significantly reduce this risk.
Q: Do all copiers store documents?
A: Not all copiers store documents in the same way, but many business-class multifunction printers and copiers temporarily or permanently retain information to support print queues, scanning workflows, logging and other functions.
Q: Are multifunction copiers more vulnerable than desktop printers?
A: Generally, multifunction printers and copiers have a larger attack surface because they perform many more functions. They often scan to email, connect to cloud services, authenticate users, store documents and communicate with multiple systems across a network.
Q: How often should copier firmware be updated?
A: Firmware should be reviewed regularly as part of your organization's patch management process. Many manufacturers release updates that include important security improvements in addition to performance enhancements.
Q: Is Secure Print worth enabling?
A: For most businesses, yes. Secure Print helps prevent confidential documents from being left unattended, improves document accountability and can reduce unnecessary printing.
Q: What happens to data when I return a leased copier?
A: That depends on the copier model and the process used by your service provider. Before returning any leased equipment, verify that all stored data has been securely erased or that the storage device has been removed according to manufacturer recommendations.
Q: Should copiers be included in cybersecurity assessments?
A: Absolutely. Because multifunction printers and copiers are network-connected endpoints, they should be reviewed alongside servers, workstations and other connected devices during cybersecurity assessments.
Copier security isn't something most organizations think about until they're replacing equipment, completing a cybersecurity assessment or responding to a compliance requirement. Taking a proactive approach now can help reduce unnecessary risk and better protect the information your business handles every day.
Download the 21-Point Copier Security Self-Assessment.
If you're unsure whether your current copiers meet today's security standards, a print security review can help identify potential vulnerabilities before they become problems.
A copier security assessment can evaluate device settings, authentication methods, firmware, network configuration and data protection features to help determine whether your print environment aligns with your organization's overall cybersecurity strategy.