What Are the Most Important Security Features on a Printer?

Can you say for certain whether the documents you send through your office printer are 100% secure? Printers can seem harmless, but as they modernize, they behave much more like networked computers than simple office appliances. And like computers, they’ve become real targets.

In fact, according to Verizon’s 2025 Data Breach Investigations Report, exploitation of vulnerabilities now accounts for 20% of data breaches. Even more concerning is that 22% of those attacks targeted edge devices like printers and VPNs.

In other words, printers are no longer “set it and forget it” devices. They should be active parts of your security measures, and if they’re not properly protected, they can quietly become one of your biggest vulnerabilities.

As a print vendor, we specialize in securing print environments. And as Xerox partners, we know that the right security features can make all the difference.

This blog breaks down the most important security features every printer should have, the advanced capabilities worth considering, and how you can ensure these settings are actually working for you.

Table of Contents

• Why Printer Security Matters More Than Ever
• Common Printer Vulnerabilities Businesses Overlook
• The Essential Security Features Every Printer Should Have
• Advanced Security Features for Highly Regulated or High-Risk Environments
• How These Features Protect Both Your Documents and Your Network
• How Xerox Approaches Printer Security (Without the Sales Pitch)
• Making Sure Your Printer’s Security Features Are Actually Enabled
• Conclusion: Strengthening Your Printer Security Strategy

Why Printer Security Matters More Than Ever

For many organizations, printers fall into an odd category. They’re needed for daily operations but are rarely seen as true endpoints. Yet modern printers:

• Store temporary images of documents
• Communicate across the network like any other device
• Offer remote and cloud printing capabilities
• Sit at the intersection of multiple departments and access levels

This combination makes them uniquely vulnerable.

The 2025 Verizon DBIR highlights that 20% of breaches stem from exploitation of vulnerabilities, and edge devices like printers are increasingly targeted. They now make up 22% of exploitation cases, a significant increase from just 3% the previous year.

If a printer isn’t properly secured, attackers can exploit it as an entry point into the network or use it to access stored document data. And as we’ve seen across countless environments, even well-intentioned employees can accidentally expose sensitive information if security features aren’t turned on.

For a deeper look at the everyday risks organizations face, see 5 Common Printer Security Mistakes (With Solutions).

Common Printer Vulnerabilities Businesses Overlook

So, we’ve established that printers are becoming increasingly common targets for exploitation. But what specific factors contribute to their vulnerability? Some of the most significant risks include:

Open or Unsecured Network Access

Older or unconfigured printers often sit openly on the network, basically waiting for anyone (or anything) to connect. This exposes the device to unauthorized printing, access to stored data, or even deeper access into your systems.

Stored Data on Internal Hard Drives

Many multifunction printers (MFPs) store copies of print, scan, and fax jobs. If your organization fails to encrypt or wipe these drives, data can stay long after a job is completed. This can expose sensitive data if you choose to service or resell the printer later on.

Uncontrolled Physical Access

Shared printers increase the risk of unauthorized pickup, misdelivery, and sensitive documents left on trays.

Lack of Secure Decommissioning Processes

Retiring a printer without wiping its storage is equivalent to handing out a box of internal documents.

The Essential Security Features Every Printer Should Have

Now that we’ve identified the vulnerabilities in printers, let’s examine the security features that can help mitigate them. These core features protect your print environment, regardless of your industry or size.

1. Network Encryption (In Transit & At Rest)

Encryption ensures that your print jobs can’t be intercepted or read on their way to the printer. It also protects stored or cached data on the device.

2. User Authentication

Requiring a PIN, badge tap, or login prevents unauthorized access. It also eliminates the chance that documents will sit unattended until someone claims them.

3. Hard Drive Protection & Automatic Image Overwrite

Printers keep images of every job. With automatic overwriting, you can ensure that these temporary files don’t remain accessible for anyone to see.

4. Secure Print Release

This feature holds documents in a queue until the user physically authenticates. It’s especially critical for any shared printer setup.

5. Access Controls & Permissions

Role-based permissions prevent users from gaining access to functions or data they shouldn’t have. This helps reduce both accidental and intentional exposure.

Want to see how these features come together in practice? Our post How to Print Sensitive Documents Securely walks through practical examples.

Advanced Security Features for Highly Regulated or High-Risk Environments

Organizations handling sensitive or regulated data such as healthcare, legal, government, finance, and education, often need stronger controls. These high-risk environments should prioritize:

• Advanced authentication (badges, SSO, multifactor options)
• Audit logs and tracking to prove compliance during audits
• SIEM integration for real-time alerts and monitoring
• Protocol lockdown and port blocking to reduce attack surfaces
• High-strength or compliance-level encryption
• Instant or policy-driven hard drive wiping

For a closer look at industry-specific printer security, check out:

• Protect Student Data: Enhance Printer Security in Schools
• Enhancing Patient Privacy: Printer Security in the Healthcare Industry
• Printer Security in the Legal Environment: How You Can Implement It

How These Features Protect Both Your Documents and Your Network

Each security feature we’ve discussed protects a different part of the “print journey,” but together they close the most common gaps including:

• Encryption - prevents data interception
• Authentication - stops unauthorized pickup
• Overwrite and drive protection - prevents data leaks from stored files
• Access controls - reduce internal misuse or accidental exposure
• SIEM & monitoring - detect suspicious activity early
• Protocol lockdown - prevents attackers from pivoting through the device

Threat actors frequently target the easiest entry point. A poorly secured printer can be exactly that.

For more on avoiding cyberattacks, see 5 Ways to Protect Your Printer from Cyberattacks.

How Xerox Approaches Printer Security

While every printer brand offers its own printer security ecosystem, we have the most experience with Xerox.

As Xerox partners who service and troubleshoot Xerox devices daily, we’ve observed that their security approach tends to be more layered and proactive than many competitors.

Here are some standout security features:

• Trellix allowlisting prevents untrusted code from running on the device.
• Strong encryption protects data in transit and at rest.
• Automatic image overwrite clears stored job data.
• 1x authentication, IP filtering, and certificate support strengthen network integration.
• Firmware verification at startup protects against tampering.
• Regular security patches address emerging threats quickly.

For more information on how Xerox ensures printer security, check out: Printer Security: Xerox’s Approach, and Why It Matters

Making Sure Your Printer’s Security Features Are Actually Enabled

Security features don’t help if they’re never turned on. Here are tips to remember:

• Many printers ship with strong security features disabled by default
• Authentication, encryption, and overwrite features must be configured manually
• Firmware updates should be automatic or regularly scheduled
• Access permissions must be reviewed when employees join, leave, or change roles
• Managed Print Services (MPS) can help ensure everything stays secure and up-to-date

Strengthening Your Printer Security Strategy

In a world where every device is increasingly connected, printer security should focus on reducing risks that can often go unnoticed.

You’ve now learned the most important printer security features and how they protect both your documents and your network. With this knowledge, you’re in a much stronger position to evaluate your own environment.

If you’re exploring how different printer brands approach security, or if you want to understand how these features show up in the real world, read: Printer Security: Xerox’s Approach, and Why It Matters.

This guide expands on the layered security approach Xerox builds into its devices and gives you a deeper look into how their protections compare across the industry.

At Strategic Technology Partners of Texas, we want to help you print smarter, safer, and with confidence on any device you choose.