Most people don't give their office copiers a second thought. They're just there, quietly printing, scanning, and faxing. But behind that beige plastic is a machine with storage, memory, and a network connection. Which means it's a security risk if no one's paying attention.
So, if your IT team is locking down laptops and installing antivirus software but leaving the copier wide open, you have a blind spot —a fixable one.
Here are seven copier security features that every business should understand and ideally implement.
Copiers do more than just process documents. Many of them store files, sometimes temporarily and sometimes for more extended periods. If someone were to remove the hard drive, they could recover sensitive data unless it's encrypted.
A secure copier encrypts all data that passes through it, making it unreadable to anyone without the correct credentials. In situations where they are readable, the automatic data wipe feature helps wipe them clean immediately.
This is the kind of invisible protection that works in the background yet makes a significant difference, especially if your copier handles high volumes of sensitive material.
This is one of those simple fixes that solves a surprisingly common issue. Someone hits print, gets distracted, and walks away. The document sits there on the tray. That might be fine if it's a lunch menu. It's not so fine if it's client financials or internal HR documents.
Secure print release solves this by holding the job until the person who sent it shows up and confirms their identity. It prevents sensitive information from being shared and also reduces the likelihood of forgotten or duplicate print jobs.
When anyone can walk up and use the device, there's no accountability. Requiring users to log in with a PIN, access card, or credentials adds an extra layer of security and control. It also provides you with a better understanding of who is printing what and when.
Additionally, not every department requires every function. One team might need to scan directly to email. Another needs basic black-and-white printing. Instead of giving everyone full access to everything, set roles based on needs.
This is especially helpful if your organization wants to track usage by department or limit access to certain features. It's not about making things more complicated. It's about establishing a structure for a shared resource.
If your copier is connected to your internal network, then it should be protected like any other endpoint. This includes updated firmware, secure protocols such as HTTPS or SSL, and closed ports that aren't in use.
If the copier scans straight to cloud storage, it must require safe login credentials and only allow approved platforms. To achieve this, the admin settings should be locked down. You don't want just anyone walking up and changing configurations.
A secure copier should only be accessible to authorized staff and only communicate with services that your business has vetted.
When your copier is being returned, replaced, or decommissioned, what happens to the data stored on it? That includes scanned documents, email addresses, and saved print jobs.
If that data remains on the hard drive, it poses a risk. You need to ensure that a process is in place for securely wiping or removing the device before it leaves your office. This isn't something to leave until the last minute.
Most business-class copiers have built-in reporting features. You can see who used the machine, when they used it, and what they did. But these tools only work if someone checks them.
Set up reports to run regularly and take a quick look. Even if there's no issue, the information is helpful. You may notice that one department prints far more than others or identifies periods when usage spikes. This helps you make better decisions about where your devices are and how many you need.
Newer copiers are getting smarter. Some can spot behaviour that looks suspicious. For example, a large batch of prints late at night, or someone repeatedly trying to access settings they shouldn't be able to access.
These alerts provide your IT team with a heads-up, enabling them to investigate the issue before it becomes a problem. It's not about surveillance. It's about knowing when something is off and responding quickly.
You don't need every single one of these features tomorrow. But ignoring copier security completely is no longer an option. These devices sit on the same networks as your workstations, storing sensitive information, and are used by nearly everyone in your organization.
Start with the basics. Get a clear understanding of what your current copiers are doing and what settings are enabled. Then, examine the features that are available but not enabled. Often, the tools are already there. They just haven't been configured.
Want to know how secure your current setup is? Start by asking the right questions. If you're unsure where to start, we can help. Reach out for an assessment.