Most companies invest heavily to secure their computer networks from outside attack.  However, you may still have a large risk exposure with internal information leaking out through an unsecured printer and MFP infrastructure.

The Risks of an Unsecured Print Network

An unsecured printer and multifunction system infrastructure opens the door for easy information theft.  Not only could this compromise confidential information, it could also increase litigation exposure and lead to penalties for violation of key government regulations that mandate privacy and security.

Consider the top risks:

1. Untracked Printing
   Do you track your print usage?  If not, users can print whatever they want with virtually no record of what was printed.  Print job tracking technologies keep a record of who prints what documents.  These same technologies can also be used to limit or control access to printers and to track usage for charge back to departments.
   
   
2. Unencrypted Print Streams
   Are your print streams encrypted?  If not, they can be opened in a simple text editor and reformatted.  For example, a check print run could be opened by a savvy intruder.  The name, address and amount on the check can then be edited.  The check would print and get dropped in the mail without anyone noticing.
   
   
3. Unauthenticated Emails
   Do your multifunction systems require authentication before someone scans a document to email?  Do they track the outbound messages?  If not, users could scan confidential company information to email with no record of who sent the message.  This could lead to significant legal and compliance risks.
   
   
4. Open Hard Drives
   Are your printer and MFP hard drives encrypted?  Many MFP and printers have hard disk drives that spool and store print jobs.  Left unmanaged, data can be pulled from these drives.  Information that users thought was confidential could be extracted. 

In many organizations, printer security is one of the last opportunities for theft.  As such, the risks should be addressed.  We help companies create a secure print environment by securing their devices, protecting their information and managing their environment. 

Developing Printer/MFP Security Standards
When it comes to developing printer and MFP security standards in your organization, there are many areas that need to be considered.  Following is a three-step strategy recommended by Hewlett-Packard.

1. Secure the Devices
   The first step is to make sure your devices are secured.  Treat MFP’s and printers as any other computer on your network.  Most of these systems have similar processing power to a typical desktop PC.  As such, they present a potential security risk.  Following are a few steps you can take to secure your devices:
   
   
   • Make sure that administrative passwords are changed from the default password
   • Turn off any unused protocols
   • Use Secure Storage to encrypt and erase data on printer/MFP hard drives
   • Require user authentication before key services like scan-to-email are used?
   
   
2. Protect the Information
   The next step is to protect the information that is being printed from the click of the print button until the document comes out of the device.  This involves everything from securing the print stream to making sure people cannot take confidential documents from the exit tray of a network printer.  Here are some practical steps you can take:
   
   
   • Encrypt the print stream to ensure that it cannot be modified
   • Require a user PIN, network password or ID card swipe at network printers/MFP’s before documents print
   
   
3. Monitor and Manage the Network
   The final step is to monitor usage and manage the network.  Just like ongoing activities are required to protect computer networks from hackers and viruses, proactive strategies to monitor your print infrastructure will help reduce risks.  WebJet Admin from Hewlett-Packard is a powerful tool to monitor usage.  Here are a few ways you can use this tool: 
   
   
   • Use WebJet Admin to discover un-password protected devices
   • Use WebJet Admin to audit individual usage
   • In addition to WebJet Admin, HP has an extensive portfolio of fleet management utilities like SafeCom and Megatrack that add additional levels of security.

Developing and implementing printer and MFP security standards for your business will help secure one of the last open areas on your network.  We specialize in helping companies implement secure print networks.  To learn more about printer security contact us today.