Printer Security: Xerox's Approach, and Why it Matters

When most people think about cybersecurity, they picture firewalls, antivirus software, or maybe suspicious-looking emails. What usually doesn’t come to mind? The office printer. Yes, that inoffensive device in the corner of your office is actually a computer in disguise, and like any computer, it can be hacked.

That’s a real problem. In fact, a 2024 Quocirca study found that 67% of organizations experienced data loss due to print security failures in just the past year. Many of these stem from common printer security mistakes. That means if your business hasn’t thought about printer security, you’re already at risk.

As experienced Xerox partners and print technology experts, we’ve seen how often printers get overlooked in security conversations, and how costly that mistake can be.

In this article, we’ll break down:

• Why printer security matters more than ever.
• The unique, multilayered approach Xerox takes to protecting businesses like yours.
• Practical features that make Xerox printers and multifunction devices some of the most secure on the market.

By the time you finish reading, you’ll not only understand why Xerox leads the way in printer security, but also what that means for protecting your own business.

Why Printer Security Should Be on Your Radar

Think of all the sensitive information your printer handles: payroll reports, client contracts, medical records, student data, financial statements, the list goes on. If that information falls into the wrong hands, you’re looking at more than just a headache. You could face compliance fines, legal action, or a serious loss of customer trust.

The problem is that most businesses underestimate this risk. They’ll lock down laptops and mobile devices but forget that a multifunction printer (MFP) has:

• A hard drive that stores past jobs.
• Network connections that make it part of your IT ecosystem.
• Features like scan-to-email or fax that can be exploited if unsecured.

That’s why hackers are increasingly targeting printers. They’re often the weakest link in the chain. If your company falls victim to a cyberattack, you could end up spending thousands to recover valuable data. Not to mention paying even more in fines. In 2019, Equifax paid $575 million in fines and settlements after failing to notify customers of a breach.

Here are a few practical ways you can protect your printer from cyberattacks.

Xerox’s Security Philosophy

Xerox doesn’t treat security as an add-on. It’s baked into every product, from the moment it’s designed to the end of its lifecycle. Their philosophy follows the Zero Trust model: “never trust, always verify.”

In practice, that means:

• No implicit trust: Every user and device has to prove who they are.
• Least privilege access: Users only get the access they need and no more.
• Constant monitoring: Systems check themselves continuously for tampering or intrusion.

For you, that translates to peace of mind. Whether your employees are printing in the office or sending documents remotely, Xerox ensures that your data is protected every step of the way.

How Xerox Protects Your Business

Xerox uses a four-part, multilayered security approach: Prevent, Detect, Protect, and External Partnerships. Each layer reinforces the others, so your business isn’t relying on just one line of defense.

1. Prevent: Stopping Threats at the Door

• User authentication: When enabled, only authorized people can use the printer, whether through a PIN, password, or even a smart card.
• Role-based access: Different users see only what’s relevant to them. For example, HR can access payroll, while marketing can’t. This kind of control is powered by Xerox ConnectKey Technology, which adds advanced authentication and threat prevention tools.
• Multi-factor authentication: Enabled through Xerox Workplace Solutions and popular cloud identity providers like Okta or Microsoft Azure.
• Trellix allowlisting: On supported devices, this feature ensures only approved, safe applications can run. That means malware gets blocked before it even starts.

2. Detect: Spotting Suspicious Activity Quickly

• Firmware verification: Each time a device starts, it checks itself for tampering. If anything looks off, you’ll get an alert.
• Real-time monitoring: Xerox devices integrate with leading SIEM tools (like Trellix, Splunk, or LogRhythm). That means they can send alerts and event data to your IT team in real time to help spot potential breaches before they spread.
• Cisco integration: This offers printers the ability to be automatically recognized and classified on your network, which helps prevent rogue devices from sneaking in.

3. Protect: Guarding Your Documents and Data

• Encryption everywhere: Whether it’s data sitting on the hard drive or traveling across your network, it’s encrypted so only the right people can read it.
• Secure print release: By enabling secure print release, documents don’t print until the person who sent them is physically at the device. No more confidential reports left in the tray.
• Job data removal: Data stored on the printer’s hard drive can be wiped instantly, on schedule, or on demand using Department of Defense–approved methods.

4. External Partnerships: Added Layers of Trust

Xerox doesn’t do it alone. They team up with some of the biggest names in cybersecurity to give you more protection:

• Trellix: Constantly monitors for malicious software and blocks anything that isn’t explicitly approved.
• Cisco: Helps your IT team automatically detect, classify, and secure printers as part of your broader network.

By partnering with trusted industry leaders, Xerox ensures your printers are secure and future-ready.

Certifications and Industry Recognition

Of course, you don’t just have to take Xerox’s word for it. Their devices meet some of the highest security standards in the world, including:

• FedRAMP: Certification used by U.S. government agencies like Homeland Security.
• NIAP Common Criteria Certification: Independent testing that proves devices meet strict global security standards.
• FIPS 140-2 validation: Assurance that Xerox’s encryption methods meet government-level requirements.

These certifications demonstrate that Xerox’s promise of security is independently verified. It’s one of several Xerox features that set them apart from other printer brands.

Xerox Security Features in Action

To make this real, let’s imagine a few common scenarios:

• A law firm printing case files: With secure print release, only the attorney who sent the job can release it at the device. No risk of sensitive client details being left behind.
• A school handling student records: Role-based access ensures teachers can print class rosters, but only administrators can access financial aid forms. Read our blog on printer security in schools to see why it’s vital to protecting student data.
• A healthcare office scanning patient documents: Encryption keeps medical data safe as it travels through the network, ensuring HIPAA compliance.

These security features act as practical safeguards that adapt to the real way your business operates.

Why This Matters for Your Business

At the end of the day, printer security is about more than just avoiding fines or checking a compliance box. Printer security is about trust. Your clients, patients, students, or customers trust you to protect their most sensitive information. One breach could put that trust at risk. Even outdated devices can expose you to threats. Learn more about old copiers as security risks here.

Choosing Xerox means investing in a printer that doubles as a security partner. You’re lowering your attack surface, safeguarding your reputation, and allowing your team to focus on their strengths without worrying about “what ifs.”

Your Path to a More Secure Printer

If this blog has you wondering whether your current printer is really up to the job, you’re asking the right question. Many businesses don’t realize just how exposed they are until a security issue happens. Unfortunately, by then, the damage is done.

The good news is that you don’t have to stay stuck with outdated or under-secure devices. Xerox has built its reputation on reliability and world-class security, which is why so many businesses switch and never look back.

Your next step: Read our blog Should You Switch From Your Current Copier to a Xerox Machine? to see how Xerox compares and whether it’s time for your business to make the move.

No matter where you are in the decision-making process, our team is here to help you find the right fit, whether that’s a single secure Xerox device or a full print strategy.