At the intersection of information & printer security

As organizations adapt to flexible work models, securing remote connections has become a priority, but print security is often overlooked. With the rise of hybrid office-home work environments and the inclusion of features such as network printing, scan-to-cloud, and mobile printing in multifunction printers (MFPs), addressing the information and cybersecurity risks associated with these changes is essential.

Improper MFP use and device configuration could create vulnerabilities to cyberattacks – and the costs are high.

Let's examine why businesses must take print security seriously as part of their overall cybersecurity strategy.

Printing – an integral part of today's workplace

Despite the rise of electronic signatures and communication, hardcopy documents remain necessary, especially in highly regulated industries such as legal, healthcare and finance. Authentic signatures on paper are still required for legally binding contracts, licenses and mortgages.

In short, print is here to stay. That means print devices need to evolve to meet user demands. That is why networked MFPs today do more than just print — they connect paper workflows to digital systems and enable automated document processing, integrating seamlessly with business applications and cloud services to streamline workflows and transform into true productivity hubs.

For optimal performance, businesses must re-analyze their print infrastructure through these four lenses:

1. Security. Use encryption and authentication to prevent data theft and close unused network ports to stop cybercriminals from using them as entry points into your broader IT environment.

2. Efficiency. Configure machines with the right paper sizes and finishing options to meet local user needs such as legal paper size or stapling and booklet finish.

3. Cost reduction. Activate print management tools that track device usage for chargeback, set user volume limits, or restrict access to color print, for example.

4. User productivity. Install the minimum number of machines needed to meet volume requirements to minimize wait times while strengthening your security framework.

IT's role in print

This is also an excellent time to rethink the role of IT personnel regarding print support, information security and the impact this has on staff resources and productivity.

In addition to managing networked output devices, IT teams are charged with increasing network agility, educating end-users about proper device usage, and strengthening overall IT resilience. Accelerating cloud adoption could help IT staff save time on routine tasks such as updating firmware, scheduling service, controlling printing costs and more – read more about the benefits of cloud adoption here.

What IT teams need is a self-service, automated IT management solution that can:

• Provide a centralized platform for fleet management that offers visibility on device usage and costs

• Automate routine tasks like ordering supplies, billing, and updating firmware

• Integrate print data with AI/ML to gain new insights into workflows, processes, and opportunities for cost reduction

• Ensure compliance with company security policies

• Deliver a consistent user experience regardless of device

Make printer security seamless

The future of print lies not only in safeguarding printed information but in transforming print's role within the organization. To support today's flexible workforce printing requirements, organizations must modernize their print infrastructure. Simplified printer setup, supply management and secure remote access, all powered by the cloud, are essential for supporting a hybrid workforce. Not only does a cloud-based strategy enhance productivity and collaboration, it is also proven to drive revenue growth.

Here are some tips for achieving a seamless and secured print infrastructure:

• Ensure your network and devices are protected with robust security measures such as a zero-trust model

• Make sure firmware updates and security patches are kept current on all networked devices

• Use a centralized dashboard for remote fleet management that enables performance monitoring, supply provisioning, and granular control

• Work with a provider that offers lifetime device protection and support for the configuration and deployment of solutions

Take these as a starting point for your print security strategy and explore how they can support your larger organizational digital transformation goals.

Assess your readiness with this Cloud Print Readiness Checklist >

Key questions for your digital transformation strategy

As you integrate printing into a flexible work environment, consider these questions to guide your strategy:

• What are my long-term print and digital transformation strategies?

• Have I identified core print users, tasks and necessary print processes?

• What other workflows could be transformed into paperless processes?

• Are my devices configured properly to meet departmental needs?

Partner with a leader

Print security should be a vital component of your overall information security strategy. And addressing these questions involves thoroughly assessing your current print needs and future goals.

Organizations should choose a print service provider with proven information security credentials. We offer a broad, security-centric portfolio of products and services encompassing device, data, and document security.

In fact, we've been named as leaders in the recent Print Security report by Quocirca and Managed Print Services by Keypoint Intelligence.

How can you get started? Download the Ricoh Essentials Security Guide for a deep dive into Ricoh's multi-layered approach to information security.