Is your print environment equipped to handle the rising tide of cybersecurity threats? With the advent of cloud services, IoT-connected devices, and AI-enhanced attacks, print security has never been more critical. Businesses must proactively adapt their strategies to protect sensitive information, prevent data breaches, and align with increasingly stringent regulations.
Let’s explore the most important trends and actionable steps for securing print workflows in 2025 and beyond.
Zero-trust architecture has become the cornerstone of modern cybersecurity, including print security. This model assumes that no device, user, or network component is inherently trustworthy, requiring continuous authentication and strict access controls for every interaction.
Applications in Print Environments:
- Continuous Verification: Every request to print, copy, or access a device is validated, preventing unauthorized activity.
- Micro-Segmentation: Networked printers are isolated from critical systems, ensuring that a breach in one area cannot spread.
- Role-Based Access: Employees are granted access only to the devices and functions necessary for their roles.
As remote and hybrid workforces expand, the need for zero-trust frameworks in print environments becomes even more urgent. Businesses that integrate zero-trust principles reduce the risks of insider threats and external attacks, safeguarding sensitive data.
IoT-connected multifunction printers (MFPs) have transformed workplaces, offering advanced features that streamline productivity. However, these devices can present significant security vulnerabilities, as they are often overlooked in broader cybersecurity strategies.
Key Vulnerabilities:
- Firmware Exploits: Unpatched firmware creates opportunities for attackers to gain unauthorized access.
- Default Credentials: Weak or unchanged default passwords make devices easy targets for hackers.
- Data Interception: Print jobs lacking encryption can be intercepted during transmission, exposing sensitive information.
Practical Solutions:
- Regular Firmware Updates: Patch devices promptly to close known vulnerabilities.
- Access Control Lists (ACLs): Restrict access to authorized users and devices.
- Encryption Standards: Ensure all print jobs are encrypted during transmission and storage.
A recent print security report by QuoCirca points to Managed print services (MPS) as the right comprehensive approach, providing continuous monitoring and ensuring IoT printers remain secure without burdening internal IT teams.
Cloud-based print solutions are revolutionizing the way businesses manage their print environments, offering scalability, flexibility, and cost-efficiency. However, the transition to cloud printing introduces unique challenges that must be addressed to maintain a secure infrastructure.
Risks of Cloud Printing:
- Data Sovereignty Issues: Sensitive information stored in different jurisdictions may conflict with local regulations.
- Access Vulnerabilities: Unauthorized users can exploit weak authentication mechanisms to access print data.
- Real-Time Threats: The dynamic nature of cloud environments demands continuous monitoring to detect and respond to vulnerabilities.
Mitigation Strategies:
- Partner with Certified Providers: Work with cloud vendors certified in ISO 27001 or SOC 2 for stringent security standards.
- Enable Secure Pull Printing: Hold print jobs in a secure queue until users authenticate at the device.
- Encrypt Data: Apply encryption to protect print jobs both in transit and at rest.
Cloud-native tools provide integrated threat detection, real-time monitoring, and regulatory compliance features, simplifying secure print management in distributed workforces.
Artificial intelligence (AI) and machine learning (ML) are transforming print security by automating threat detection, predicting vulnerabilities, and responding to risks in real time. At the same time, attackers are leveraging these technologies to craft more sophisticated exploits.
AI-Driven Threats:
- Deepfake Impersonations: Fake audio or video content can authorize fraudulent print requests.
- AI-Powered Phishing: Attackers use AI to craft convincing emails targeting print administrators or executives.
To counter these evolving threats, we recommended you invest in AI-driven security tools while fostering employee awareness to recognize and respond to new risks.
AI-Driven Defenses:
- Anomaly Detection: AI flags irregular printing patterns, such as unauthorized access or excessive print jobs.
- Predictive Analytics: ML models identify potential vulnerabilities before they can be exploited.
- Automated Incident Response: AI isolates compromised devices and alerts administrators immediately.
Are your print workflows prepared for today’s regulatory environment? Laws like GDPR, CCPA, and HIPAA impose strict requirements for handling sensitive information, including print data. Failure to comply can result in severe financial and reputational consequences.
How to Align Print Security with Regulations:
- Implement Audit Trails: Track and log all print, copy, and scan activities for transparency and accountability.
- Use Encryption: Ensure that sensitive data is encrypted at every stage, from transmission to storage.
- Leverage MPS Expertise: Managed services can streamline compliance by enforcing uniform security policies and conducting regular assessments.
Compliance is not just a legal obligation; it’s a way to build trust with customers and stakeholders while minimizing the risk of data breaches.
The cybersecurity landscape continues to evolve, and emerging threats such as AI-enhanced attacks and deepfakes are becoming significant challenges. Print environments are no exception. Organizations must adopt forward-looking strategies to stay ahead of these sophisticated tactics.
Key Emerging Threats:
- Deepfake Impersonations: Cybercriminals use manipulated audio or video to authorize fraudulent print jobs or gain access to sensitive data.
- AI-Powered Phishing: Attackers leverage AI to craft highly targeted and convincing phishing campaigns, often aimed at print network administrators.
Mitigation Strategies:
- Deploy Advanced Detection Tools: AI-powered tools can identify deepfake content and alert administrators to suspicious activity.
- Strengthen Authentication Mechanisms: Implement multi-factor authentication (MFA) and role-based access control to prevent unauthorized access.
- Educate Employees: Regular training helps staff recognize and respond to phishing attempts and other social engineering tactics.
By proactively addressing these threats, businesses can better protect both their digital and print environments.
Even the most advanced technology cannot compensate for a lack of awareness among employees. Human error remains one of the most common causes of data breaches. Creating a culture of cybersecurity within your organization is essential for minimizing risks.
How to Foster a Security-First Mindset:
- Regular Training: Teach employees about secure printing practices, phishing detection, and the importance of compliance.
- Gamified Learning: Engage staff with interactive, scenario-based learning modules to reinforce cybersecurity concepts.
- Open Communication Channels: Encourage employees to report potential security issues or suspicious activity without fear of reprimand.
When employees understand their role in protecting sensitive data, the organization’s overall security posture improves significantly.
Cloud-native security tools are tailored for distributed workforces, offering advanced features that secure print environments without compromising usability. These tools integrate seamlessly with cloud infrastructures, ensuring comprehensive protection for modern businesses.
Key Features of Cloud-Native Tools:
- Real-Time Threat Monitoring: Continuously scans for vulnerabilities in cloud-connected printers.
- Data Encryption Standards: Applies encryption to all print data during transmission and at rest.
- Integrated Compliance Management: Simplifies adherence to global data privacy regulations, such as GDPR and CCPA.
As IoT-connected printers become more sophisticated, they require an integrated approach to security. Fragmented solutions can leave gaps that attackers exploit. Consolidating IoT security measures helps businesses address these challenges holistically.
Unified IoT Security Measures:
- Routine Firmware Updates: Ensure all devices are running the latest software to protect against known vulnerabilities.
- Zero-Trust Access: Enforce strict authentication for all users and devices interacting with IoT printers.
- Centralized Monitoring: Use a single platform to oversee activity across all printers, enabling quick identification of anomalies.
Managed print services (MPS) can facilitate this consolidation, ensuring that security policies are consistently applied across an organization’s printer fleet.
Can your print security efforts support your sustainability goals? Secure and sustainable printing is an emerging trend that allows businesses to reduce waste and energy consumption while safeguarding sensitive data.
Sustainable Printing Strategies:
- Secure Pull Printing: Reduces waste by ensuring that jobs are only printed when retrieved by authenticated users.
- Energy-Efficient Devices: Invest in printers with features like sleep mode and reduced energy consumption.
- Digital Workflows: Encourage paperless alternatives to reduce reliance on physical printing.
By aligning security and sustainability, businesses can lower costs, enhance their environmental impact, and build goodwill among stakeholders.
To remain secure in an increasingly complex threat landscape, businesses must adopt a proactive and integrated approach to print security. Here’s how organizations can prepare for 2025 and beyond:
Key Strategies:
- Implement Zero-Trust Frameworks: Enforce continuous verification and least-privilege principles across all print workflows.
- Leverage AI-Driven Tools: Use machine learning for anomaly detection, predictive analytics, and automated threat responses.
- Enhance Compliance Efforts: Use managed services and cloud-native tools to simplify regulatory adherence.
- Train Your Workforce: Empower employees to become active participants in the organization’s cybersecurity efforts.
- Implement Managed Print Services (MPS): Let’s face it, relying on your internal IT team to secure and optimize your print operation can lead to catastrophe. This often-overworked team has different expertise, objectives and priorities. Let print operations professionals take care of your print environment.
By addressing both technological and human elements, your business can protect sensitive information, maintain compliance, and foster resilience in their print environments.
Reach out to our print operations experts today to do an efficiency & security assessment of your print fleet.