Network Printer Security: Best Practices for Aussie Businesses

It seems more and more we hear about major data breaches in this country. Australian businesses and professionals everywhere face an increasing risk of sensitive data being exposed to the wrong parties, and the use of printers has the potential to be part of that problem. Even major manufacturing players like those in the mining industry seem ill-equipped to detect cyber data hacks, so one can only imagine how at risk smaller Aussie businesses are. 

As printers become smarter and more connected, the risks will naturally only increase. Many Aussies probably aren’t too sure how to properly safeguard their network printers and, worse still, often ignore simple tasks like firmware updates, leaving even the best printers vulnerable for months at a time.

To help you and your colleagues strengthen your business’s security and protect your network’s valuable data, here are some of the best network printer security practices every Australian business should be following.

The Best Printer Security Practices for Aussie Businesses

Many office printer brands have many top-of-the-line security features built in, such as HP, Epson, Brother, and Canon. But printer security is a two-way street, and printer settings can only go so far. You have to meet them in the middle!

To protect your printers from security vulnerabilities, try to implement all of these practices to keep both your users and their sensitive information safe and secure.

Regularly update firmware

Whether you’re using a laser, photo, or inkjet printer, it is a piece of hardware, but it has a computer’s programming inside of it to tell it what to do and how to do it. This is referred to in the printing world as firmware, a word we’ve probably all heard before. Just like how your mobile phone or computer requires regular updates, the firmware within your printer also needs to be updated from time to time. 

Regularly updating your printer's firmware is a good practice since it can enhance overall performance and address vulnerabilities, allowing for more reliable and secure printing. Unfortunately, many people often ignore their printer’s firmware update notifications, sometimes for months or even longer. This is usually because people are nervous about possibly breaking the printer or messing up settings. Don’t think that way! 

To mitigate security risk and keep your business safe, regular printer firmware updates are essential, no matter what type of printer you use.

Enable firewall and encryption settings

Most modern office printers come equipped with built-in security features such as firewalls, access controls, and data encryption. These tools act as essential barriers between your private documents and external, unseen threats.

Enabling your printer’s firewall prevents unauthorised devices from sending print jobs to or from your device or accessing the data stored within. Encryption, on the other hand, helps secure the information being transmitted to the printer, ensuring it can’t be intercepted or read by anyone else snooping around on the same network. 

For businesses handling sensitive documents, such as invoices, contracts, medical records, or customer information, these protections are nearly non-negotiable. Work with your IT provider to ensure encryption and firewall settings are properly configured for all your business’s printers and scanners, and regularly review them to make sure your data and documentation are kept away from prying eyes. 

Investing in physical security measures for everyone can also be worthwhile to keep people’s work private and secure.

Restrict network access to trusted devices only

One of the simplest yet most effective security measures Australian businesses can adopt is limiting who and what can connect to your printer. Leaving your printer open to any devices connected to your network or Wi-Fi connection makes it an easy target for outsiders.

You can restrict access by creating a dedicated, password-protected Wi-Fi network meant exclusively for business use. Allow only authorised staff to connect their devices to both the Wi-Fi network and your multifunction printers. 

These measures will help ensure your printer becomes visible only to approved users within the business, significantly reducing the risk of malicious connections or accidental access by guests on neighbouring devices.

Avoid printing from unknown sources

Printing from free apps, unsecured websites, or mystery USB sticks can all introduce serious security risks. Malware can spread through a compromised device or file, infecting both the printer and the broader business network while also potentially spreading further to any other users on the network.

To minimise these risks, instruct teams to never print documents from suspicious emails. Avoid plugging unaccounted-for USB thumb drives into printers, and use only official apps for mobile printing.

Make sure your fellow staff understand proper safe-printing guidelines. If employees frequently need to print documents they receive from external sources like clients or suppliers, then encourage them to use a digital scanner with antivirus software first before sending them to the office printer.

Strengthen Your Printer Security with CartridgesDirect

Cybersecurity threats are not slowing down any time soon, and printers remain one of the most overlooked entry points into a business’s network. By staying on top of firmware updates, restricting network access, and avoiding risky printing behaviours, Aussie businesses can significantly reduce the risk of data breaches and protect their information.

Want to improve your office’s printing security or upgrade to a safer, more reliable printer setup? Get in touch with our team today for expert advice, product recommendations, and personalised support. CartridgesDirect is here to help you keep your business running smoothly and securely with all your office supply and printing needs.

FAQs

Here are some frequently asked questions that many businesses have asked us regarding network printer security.

How can I secure my printer?

To keep your office printer secure and mitigate potential security risks, you should update its firmware when prompted to, set strong passwords, and enable encryption to limit access to authorised users. It helps to use a reliable quality printer from a trusted provider that offers ongoing customer care, support, and hotfixes 

Can someone access my printer remotely?

If your printer is connected to an unsecured network or to the internet, then yes, unauthorised users can potentially access it remotely. This is why it is important to update your printer’s firmware regularly and avoid using questionable, third-party printers. 

Can a printer be infected with malware?

Yes, even printers can be infected with malware, especially if they are connected to an unsecured network or receive malicious files from unauthorised users. Remain vigilant when using printers in public places, and always try to encrypt or secure your files before printing them off.

For more information about printers, network security, and office essentials, please visit our blog for more useful tips, tricks, and recommendations.