Office printers and multifunction photocopiers are part of the business network. They can handle contracts, payroll, customer records and commercially sensitive documents, yet they are often overlooked during routine security reviews.
This practical checklist helps businesses in Greater Manchester, Lancashire and Merseyside review their print environment without unnecessary complexity. It is general operational guidance, not a substitute for a tailored security assessment.
1. Know which printers are connected
Keep an inventory of printers, photocopiers and scanners, including their locations, responsible owners and network connections. Remove or investigate devices that are no longer required.
2. Replace default administrator passwords
Use unique, strong administrator credentials for each device. Restrict access to the settings that control networking, storage and user permissions.
3. Keep printer firmware updated
Check the manufacturer’s security notices and update firmware using a controlled process. Record when devices were last reviewed and who approved the change.
4. Use secure print release where appropriate
For confidential documents, consider PIN, card or authenticated release so papers are not left unattended in output trays. Confirm that the chosen device supports the required feature.
5. Restrict access to sensitive functions
Give employees the printing and scanning permissions they need, rather than unrestricted administrator access. Review access when people change roles or leave.
6. Protect scanning destinations
Review scan-to-email and scan-to-folder settings. Ensure sensitive files are sent only to approved recipients or protected storage locations, and remove obsolete address-book entries.
7. Secure the printer’s network connection
Ask your IT provider whether printer traffic should be separated from other systems, and disable unused protocols or remote-access features. Use encrypted connections where supported.
8. Review stored documents and logs
Some multifunction devices store print jobs, scanned files or audit logs. Establish appropriate retention and deletion settings, taking account of operational and legal requirements.
9. Plan for secure servicing and disposal
Before a device is returned, sold or recycled, check how its internal storage will be sanitised. Obtain confirmation of the process from the responsible provider.
10. Give staff simple printing rules
Remind colleagues to collect confidential pages promptly, check scan recipients and report misplaced documents. A short, clear procedure is more useful than a policy nobody follows.
What should your business do next?
Start with the devices used for HR, finance and customer information. Ask your IT support provider and print supplier to agree ownership of firmware, access controls, secure release and end-of-contract data handling.
For practical help choosing an appropriate multifunction copier, explore MY Print Service Copier. For everyday business printing needs, see MY Print Service Business. You may also find our copier agreement checklist useful when reviewing supplier terms.
Need to review your office printing arrangements? Contact MY Total Office Solutions to discuss your requirements and the security features available on suitable devices.
