Why IT Teams Neglect Your Printers (And How It Can Cost You)

How often do your IT teams overlook printers? When you think about the critical tasks that keep your organization’s technology running smoothly, printers might not seem like a top priority. Often managed by network and computer engineers who see printers as low-skill, low-priority devices, these essential tools can fall through the cracks.  

This oversight can lead to significant security risks, especially in organizations with remote branches where managing printers becomes even more challenging due to travel time and competing priorities.  

Underestimating the importance of printer management can lead to serious vulnerabilities, including cyberattacks that use printers as entry points. This article explores these issues and discusses how a competent Managed Print Services (MPS) provider can help address these concerns. 

IT teams are typically composed of professionals with backgrounds in network and computer engineering. These employees are trained to handle complex systems, secure networks, and manage large-scale IT infrastructures. For many of them, printers are seen as peripheral devices—simple tools that don’t require the same level of expertise or attention as servers, routers, or cloud systems. This perception can lead to printers being considered "beneath them," not worthy of their time or skills. 

This attitude is not entirely unfounded. Network and computer engineers are often more interested in solving complex, high-impact problems. They thrive on challenges that test their technical abilities and provide opportunities for innovation. In contrast, printers are often viewed as mundane, with issues seen as trivial compared to the broader IT landscape. As a result, printers don’t get the attention they need, which can lead to significant security risks. 

Adding to this issue is the reluctance of IT Directors to allocate their teams’ time to printer management. From their perspective, the IT department should focus on strategic initiatives and critical infrastructure—areas that directly impact the organization’s ability to operate efficiently and securely. Printers, in contrast, are often seen as a distraction from these higher-priority tasks. 

This mindset can be particularly strong in organizations heavily dependent on their IT teams to maintain core operations. In these environments, the idea of diverting time and resources away from projects like network security, system upgrades, or data management to fix a printer issue can seem unjustifiable. As a result, the company’s print environment is often left to its own devices (quite literally) with minimal oversight and maintenance. 

This lack of attention can be especially problematic when printers are integrated into larger networks. Without proper management, printers can become weak points in an organization’s cybersecurity defenses. Unpatched software, outdated firmware, and unsecured connections can all contribute to making printers vulnerable to cyberattacks. 

The situation becomes even more complicated when an organization has remote branches. Managing IT infrastructure across multiple locations is already challenging, and printers are often at the bottom of the priority list. For IT teams, dealing with printer issues in a remote office means investing significant time and resources in travel, which takes them away from other critical tasks. 

The time spent commuting to and from remote branches can be a major drain on resources. IT staff might need to spend hours on the road or in the air, time that could otherwise be spent on more pressing issues. Once on-site, they must address printer problems that might be relatively minor but still require their expertise due to the lack of on-site technical support. 

This conflict of priorities often leads to a situation where printer issues are either delayed or dealt with by non-IT staff, who may not have the necessary skills to handle them properly. The result is that printers in remote branches are often less secure and more prone to failures, increasing the risk of cyber vulnerabilities. 

Ignoring printer security can have serious consequences for an organization’s overall cybersecurity.  

Left unmanaged, printers can become entry points for cyberattacks. One notable example of this occurred in 2018, when researchers discovered a vulnerability in a widely-used HP printer model that allowed attackers to gain control of the device and potentially use it as a gateway into the network. 

This vulnerability was linked to the printer’s firmware, which had not been updated. The attackers could exploit this weakness to execute malicious code, gaining access to the network and potentially compromising sensitive data. This incident highlighted the importance of treating printers as critical assets in the IT infrastructure, deserving of the same level of security as any other networked device. 

Another example is the infamous Stuxnet worm, which, while primarily targeting industrial control systems, also used printers to spread the infection. The worm exploited vulnerabilities in networked printers to move laterally across the network, demonstrating just how dangerous unsecured printers can be. 

These cases underscore the fact that printers, far from being simple, harmless devices, can pose significant risks if not properly managed. The data they handle—ranging from internal documents to sensitive financial information—makes them attractive targets for attackers. Without proper security measures in place, printers can become the weak link in an otherwise robust cybersecurity strategy. 

Bad actors increasingly target networked printers, using them as entry points to deploy ransomware, spread malware, and steal sensitive data. Hackers see these devices, often overlooked by IT teams, as an easy way to infiltrate more secure areas of the network.  

Once inside, they can lock down systems, disrupt operations, and exfiltrate critical information. The impact of attacks like this can be severe, highlighting the importance of securing printers as a key component of your cybersecurity strategy.  

Given the challenges and risks associated with managing printers, a strategy many organizations adopt is to turn to a Managed Print Services (MPS) provider to handle this critical aspect of their IT infrastructure. A competent MPS provider can offer several key benefits that help mitigate the risks associated with printer security. 

• Expertise in Printer Security: Effective MPS providers specialize in managing and securing print environments. They have the knowledge and experience to identify potential vulnerabilities and implement security measures. This includes ensuring that all printers are running the latest firmware, that connections are secured, and that access controls are in place.
  
• Ongoing Monitoring and Maintenance: One of the biggest advantages of working with a trustworthy MPS provider is the ability to continuously monitor and maintain your print environment. This means potential issues can be identified and addressed before they become major problems, reducing the risk of downtime and security breaches.
  
• Resource Optimization: By outsourcing print management to an MPS provider, your IT team can focus on higher-priority tasks, knowing that your print environment is in good hands. This optimizes the use of internal resources and ensures that printers are properly managed and maintained.
  
• Enhanced Security: A seasoned MPS provider can implement advanced security features that go beyond basic IT management practices. This includes encryption of print jobs, secure pull printing (where users must authenticate before their documents are printed), and regular security audits to identify and address potential vulnerabilities.
  
• Compliance Support: For organizations in regulated industries (such as HIPAA), compliance is a major concern. MPS providers can help ensure that your print environment meets all necessary regulatory requirements, reducing the risk of fines and penalties. 

Printers are too important to be ignored or left unmanaged. By partnering with a competent MPS provider, organizations can ensure that their print environment is secure, compliant, and efficiently managed, freeing up their IT teams to focus on the strategic initiatives that matter most. 

We are proud to be the largest privately-held MPS provider in the nation, with two decades of growth and over 300,000 devices under our care. Reach out to us today for a comprehensive assessment of your print environment.