Network-connected devices like multi-function (or all-in-one) printers are convenient and ubiquitous in most offices, but often they pose unique challenges to IT teams worried about potential security hazards to their networks. Today’s MFPs are often connected to cloud services, which can store sensitive data and thus require robust security measures to protect against cybercriminals.
This article looks at some of these vulnerabilities and explores opportunities to patch these security holes and improve overall network security.
Understanding MFP Security Concerns
Multifunction printers (MFPs) are often overlooked as potential entry points for hackers into an organization’s network. However, these devices are more than just printers; they are sophisticated, internet-connected machines capable of receiving, storing, and sharing files, including via email. With operating systems and internal hard drives that may contain sensitive data, MFPs become high-value targets for cybercriminals looking to breach an organization’s network.
Understanding MFP security concerns is crucial for protecting sensitive data and preventing data breaches. These devices are connected to an organization’s corporate network, making them potential access points for cybercriminals. If not properly secured, MFPs can pose serious risks, especially when handling sensitive information such as employee records, financial records, and tax documents. Recognizing the potential security threats associated with MFPs and taking measures to mitigate them is essential for maintaining robust network security.
The Many Vulnerabilities of Multifunction Printers
Multifunction printers (MFPs) have several gaps in their security that can open your entire office network to a breach.
The first problem is that MFPs often store large quantities of sensitive data. Contact lists, financial reports, and other sensitive documents are automatically stored in the memory of these printers as they queue jobs. A security breach could potentially expose sensitive information you didn’t know was being stored unsafely on the device. This makes it crucial to monitor potential threats related to MFPs, as they can be a target for evolving tactics from threat actors.
Second, MFPs usually have network access, often because they serve as shared printing devices for an entire floor or office. Unless you protect access to the printer through the network in the same way you would prevent computer breaches, you could leave the printer and its data open to exposure.
Another issue arises when using an open network for your MFPs that could let anyone nearby connect to the devices and compromise the data on them.
MFPs with color fax and printing options have a special vulnerability that occurs when sending color faxes as JPEG files the system cannot handle. The inability to process the large JPEG opens the MFPs’ memory to vulnerability to malware, which can then spread to the rest of the network connected to the MFPs.
While this problem originally appeared in HP MFPs, other brands also have the same issue. HP has since issued a security patch, but other brands may have yet to fix the problem.
Many IT departments neglect to properly secure MFPs from security breaches, leaving them highly vulnerable to cyberattack.
Document Dangers and Data Protection When Using MFPs
Not only are these devices particularly vulnerable to security breaches, but documents must pass through several potentially unprotected hazard points when sent or received through MFPs.
While delivered from the computer to the network server, an unsecured network could put an unencrypted document at risk of interception. Additionally, while in the print or fax queue on the network server, anyone with server access could pull the job from the queue almost unnoticed and obtain the information in the document. Similarly, while moving between the network server or the MFP’s storage system, an unauthorized person could pull the document or view its information.
The physical hazard of anyone seeing a printed document on a fax machine or MFP output tray presents another risk. Even with a cover sheet, someone could easily remove the cover and view sensitive figures such as patient health information, credit card numbers, or social security data. Protecting these printed documents from unauthorized access and alterations is crucial to prevent cyber threats and data breaches.
Data Protection Best Practices
To safeguard sensitive data, organizations should implement robust data protection best practices for their MFPs. Here are some essential steps to consider:
Change Default Passwords: One of the simplest yet most effective security measures is changing the default passwords on MFPs. Default passwords are widely known and can be easily exploited by unauthorized users to gain access to the device and its data.
Implement Secure User Access Control: Limiting access to MFPs to authorized personnel only helps prevent unauthorized access to sensitive data. Use secure user access controls such as passwords, PINs, or biometric authentication to ensure that only authorized users can operate the device.
Close Unused Ports and Disable Unneeded Network Services: Unused ports and unnecessary network services can create vulnerabilities that cybercriminals can exploit. Closing these ports and disabling unneeded services and protocols can significantly reduce the risk of a security breach.
Ensure WiFi and Mobile Security: Properly configuring WiFi and mobile security settings is crucial to prevent unauthorized access. Use strong encryption protocols and secure passwords to protect the wireless network and mobile devices connected to the MFP.
Use Encryption: Encrypting data both in transit and at rest is vital for protecting sensitive information. Ensure that all data transmitted to and from the MFP is encrypted, and use encryption to protect data stored on the device’s internal hard drive.
Regularly Update Software and Firmware: Keeping the MFP’s software and firmware up to date ensures that any known security vulnerabilities are patched. Regular updates help protect the device from the latest security threats.
Use Bitdefender Antimalware Technology: Implementing Bitdefender antimalware technology provides an additional layer of protection against known and unknown malware. This technology helps detect and prevent malware infections, safeguarding the MFP and the network it is connected to.
By implementing these data protection best practices, organizations can help protect sensitive data and prevent data breaches, ensuring the security of their MFPs.
Compliance and Regulatory Requirements
Organizations must comply with various regulatory requirements to ensure the security of their MFPs. Adhering to these standards not only helps protect sensitive data but also ensures that the organization meets legal and industry-specific obligations. Here are some key compliance and regulatory requirements to consider:
Common Criteria: The Common Criteria international security standard (ISO/IEC 15408) provides a framework for evaluating the security features and capabilities of IT products, including MFPs. Ensuring that MFPs comply with this standard helps verify that they meet rigorous security requirements.
PCI DSS: The Payment Card Industry Data Security Standard (PCI DSS) applies to organizations that handle credit card information. MFPs that process or store payment card data must comply with PCI DSS to protect cardholder information and prevent data breaches.
HIPAA: The Health Insurance Portability and Accountability Act (HIPAA) sets standards for protecting sensitive patient health information. MFPs that handle protected health information (PHI) must comply with HIPAA to ensure the confidentiality, integrity, and availability of PHI.
GDPR: The General Data Protection Regulation (GDPR) governs the processing of personal data of EU citizens. Organizations that handle such data must ensure that their MFPs comply with GDPR requirements to protect individuals’ privacy rights.
Other Regulations: Depending on the industry and location, organizations may need to comply with additional regulations such as the Federal Information Security Management Act (FISMA) and the National Institute of Standards and Technology (NIST) guidelines. Ensuring compliance with these regulations helps protect sensitive data and maintain overall security.
By complying with these regulatory requirements, organizations can help ensure the security of their MFPs and protect sensitive data, reducing the risk of data breaches and legal repercussions.
How to Seal Security Holes for Network-Connected MFPs
Implement robust security functions within your MFPs to safeguard sensitive data. Keep all MFP software up to date with security patches and upgrades.
Only permit specific users to access the MFPs through password or PIN use.
Ensure all data transmitted to the printer or fax undergoes encryption from the time it leaves the computer until it prints.
Keep the MFPs in a secure location away from the public and unauthorized users. Keeping it locked in a staff room or similar location prevents strangers, unauthorized workers, or office visitors from seeing information on documents in the printout tray.
Limit the number of MFPs in the office. The fewer devices you have, the fewer openings there will be for potential security breaches. And when discarding old devices, format their hard drives to prevent exposing the data to those who might find the electronics.
Employee Education and Awareness
Employee education and awareness are critical components of preventing security breaches. Ensuring that employees understand the importance of MFP security and know how to protect sensitive data can significantly reduce the risk of a security incident. Here are some ways to educate employees about MFP security:
Provide Training: Regular training sessions on MFP security best practices are essential. Topics should include changing default passwords, implementing secure user access control, and recognizing potential security threats.
Raise Awareness: Increase awareness about the potential security threats associated with MFPs and the importance of protecting sensitive data. Use posters, emails, and meetings to keep security top of mind for all employees.
Encourage Reporting: Create a culture where employees feel comfortable reporting any suspicious activity or security incidents related to MFPs. Prompt reporting can help address security issues before they escalate.
Use Security Policies: Develop and enforce security policies that outline the organization’s procedures and protocols for MFP security. Ensure that all employees are familiar with these policies and understand their role in maintaining security.
Conduct Regular Security Audits: Regular security audits can help identify potential vulnerabilities in MFPs and other network-connected devices. Use these audits as an opportunity to educate employees on how to mitigate identified risks and improve overall security.
By educating employees about MFP security, organizations can help prevent security breaches and protect sensitive data, fostering a secure and compliant work environment.
The Simplest Security Measures for Protecting Against Security Breaches
MFPs are simple and convenient devices that often go overlooked in terms of security protections, including printer security which is crucial for protecting sensitive information and maintaining network integrity.
Cloud fax services like Documo protect data by encrypting it from the computer to the server to the recipient’s fax machine or computer. In fact, Documo’s digital fax includes additional security features not found in MFPs or traditional fax machines – user authentication, audit trail creation, regulatory compliance, API, and full encryption of data at rest and during transit.
Even with a cloud fax service, many offices still find it necessary to integrate MFPs into their workflows.
Documo’s MFP cloud connector enables cloud fax directly from your MFP or AIO printing devices, allowing you to enhance your data security while still keeping your MFPs.
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