Managed IT Services
What makes multifunction printers a network security risk?
Multifunction printers are network-connected endpoints that store documents, hold user credentials, run embedded operating systems, and communicate outbound via email and cloud platforms. Because they are rarely patched, rarely audited, and frequently left with factory-default settings, attackers treat them as low-effort entry points. According to the 2025 Verizon Data Breach Investigations Report, exploitation of network edge vulnerabilities surged nearly eightfold year over year — and MFPs qualify as always-on edge devices.
A modern MFP can contain an internal hard drive storing thousands of scanned document images. It can authenticate against Active Directory, push files to cloud storage, and send email — all without any user present. That combination of capability and oversight neglect creates measurable risk.
Most organizations have invested in firewalls, endpoint detection, and email filtering. Attackers know this. They move toward the device category that security teams consistently overlook, and MFPs are consistently at the top of that list.
What are the most common security vulnerabilities in MFPs?
The most common MFP vulnerabilities fall into six categories: default administrative credentials, unencrypted data storage, outdated firmware, open network ports and protocols, missing print job controls, and lack of audit logging. Each of these can be exploited independently or in combination.
Default credentials are the most immediate risk. Most MFPs ship with publicly documented admin usernames and passwords — often "admin/admin" or the device serial number. If those credentials are never changed, anyone on the network can access the full administrative interface.
Unencrypted hard drives present a different problem. Documents that are scanned, copied, or printed are frequently written to an internal drive. Without full disk encryption enabled, those images remain readable if the drive is removed or the device is resold without being properly wiped.
Outdated firmware is the third major category. MFP manufacturers release firmware patches to address known vulnerabilities, but many devices run versions that are months or years out of date. A device running unpatched firmware may be vulnerable to exploits that have been publicly documented and actively used.
Open ports and protocols compound the risk. Many MFPs enable services like FTP, Telnet, SNMPv1, and HTTP by default — protocols that transmit data in plaintext or have known security weaknesses. These services rarely need to be active and should be disabled unless explicitly required.
How do you change default administrative credentials on an MFP?
To change default credentials on an MFP, access the device's embedded web server (EWS) by entering its IP address into a browser, navigate to the administrator or security settings section, and replace the default username and password with a strong, unique credential. This step should be completed before the device is placed on a live network.
A strong MFP admin password should meet the same standards as any privileged account: minimum 12 characters, a mix of uppercase and lowercase letters, numbers, and symbols, and no reuse of passwords from other systems. Where the device supports it, enable multi-factor authentication for administrative access.
Document the credential in a password manager or privileged access management (PAM) system. Do not store it on a sticky note attached to the device or in a shared spreadsheet with broad access.
If the MFP supports integration with Active Directory or LDAP, configure admin access through those systems so that credentials follow your organization's standard account lifecycle policies, including automatic deactivation when employees leave.
What steps are required to encrypt data stored on an MFP?
MFP data encryption requires enabling two distinct controls: full disk encryption for data at rest on the internal hard drive, and TLS/SSL encryption for data in transit between the device and the network. Both should be active simultaneously.
Full disk encryption protects document images, job logs, and stored credentials if the device is physically stolen, improperly decommissioned, or removed from service. Most enterprise-grade MFPs from manufacturers including Canon, Konica Minolta, Ricoh, Sharp, and Xerox include built-in disk encryption options accessible through the administrative interface. Verify that encryption is enabled — it is not always on by default.
Data overwrite settings are a separate control. Enable automatic overwrite of stored job data after each print, copy, scan, or fax job completes. This prevents document images from accumulating on the drive over time.
TLS 1.2 or TLS 1.3 should be enforced for all web-based administrative access and any scan-to-email or scan-to-folder workflows. Disable earlier versions of TLS and all SSL versions, which have documented vulnerabilities.
When a device is retired or replaced, perform a certified data wipe of the internal hard drive before the unit leaves your facility. Many MFPs include a factory reset with data sanitization function. Verify that this function meets NIST 800-88 standards for media sanitization if your organization handles regulated data.
How often should MFP firmware be updated?
MFP firmware should be reviewed for available updates at least quarterly and applied within 30 days of a critical patch release. Devices handling sensitive or regulated data should follow a tighter cycle aligned with your organization's standard patch management policy.
Manufacturers publish firmware release notes that identify which vulnerabilities are addressed in each update. Subscribe to security advisories from your MFP manufacturer to receive notifications when patches are available.
For organizations managing multiple devices, a fleet management platform or managed print services arrangement can automate firmware deployment across devices, reducing the manual effort required to maintain a current patch state.
Firmware updates typically require a device reboot. Schedule updates during off-hours to avoid disrupting print workflows. Test updates on one device before deploying fleet-wide if your environment includes older models with compatibility sensitivities.
What network controls should be applied to an MFP?
MFPs should be placed on a dedicated network segment or VLAN, with firewall rules limiting which systems can communicate with them. Unnecessary ports and protocols should be disabled, and SNMPv3 should replace SNMPv1 or SNMPv2 for device management.
VLAN segmentation prevents a compromised MFP from being used as a pivot point to reach servers, workstations, or other sensitive systems. Place MFPs on a printer VLAN with ACLs (access control lists) that permit only the traffic those devices legitimately need: print protocols to workstations, SMTP to mail relay for scan-to-email, and HTTPS to administrative consoles.
Port and protocol hardening means disabling services the device does not use. Audit which services are active through the EWS and disable FTP, Telnet, raw port 9100 if not required, HTTP (in favor of HTTPS), SNMPv1, and SNMPv2. Enable SNMPv3 with authentication and encryption if SNMP-based monitoring is used.
IP whitelisting restricts which IP addresses can send print jobs or access the administrative interface. Configure the device to accept jobs only from known workstation ranges and admin access only from IT management systems.
IEEE 802.1X port-based authentication can be applied to MFPs on wired networks, requiring the device to authenticate to the network before being granted access — the same control used for workstations.
How should organizations restrict unauthorized access to MFPs?
Restricting unauthorized access to MFPs requires three layers: user authentication at the device panel, role-based access controls for features, and physical access controls for the device itself.
User authentication at the panel means requiring employees to identify themselves before using the device. Authentication methods include PIN codes, proximity cards or badges, and mobile app authentication. Pull printing (also called follow-me printing) holds jobs in a secure queue until the user authenticates at the device, eliminating uncollected documents left in output trays.
Role-based feature controls limit which functions each user or group can access. A standard employee may need print and copy access but not the ability to change network settings or access stored job logs. Administrators configure these permissions through the EWS or a connected fleet management platform.
Physical placement matters as well. MFPs should not be located in publicly accessible areas where unauthorized individuals can walk up and operate them. In higher-security environments, physical access to the device itself should be logged.
For organizations that have connected their MFP fleet to cloud storage or document management platforms, verify that cloud connector credentials are stored securely within the device and that OAuth tokens are used where supported rather than stored plaintext passwords.
How should MFP activity be monitored and logged?
MFPs should generate audit logs that capture user authentication events, print and scan job metadata, administrative configuration changes, and failed login attempts. Those logs should be forwarded to a centralized SIEM or log management system where they can be reviewed and retained.
Most enterprise MFPs include built-in logging functionality. Enable logging for all of the following event types: successful and failed login attempts, job completion records (user, time, document name where available), configuration changes, and firmware updates.
Forwarding logs to a managed security operations or SIEM platform allows automated alerting when anomalous patterns appear — for example, a device sending large volumes of scan jobs to an external email address outside of business hours, or repeated failed admin login attempts.
Set a log retention period consistent with your compliance requirements. HIPAA-covered entities must retain audit logs for a minimum of six years. PCI DSS requires one year of log retention with three months available for immediate analysis.
Review MFP logs as part of your standard security monitoring cadence. Treat a print device the same way you treat any other network endpoint when reviewing audit data.
What role does employee training play in MFP security?
Employee behavior directly affects MFP security. Employees who leave sensitive documents in output trays, share PIN codes, use personal USB drives at the device, or connect unauthorized cloud accounts create risks that technical controls alone cannot prevent.
Training should cover the following behaviors:
- Retrieve print jobs immediately after sending them, particularly for documents containing personal, financial, or confidential information
- Never share authentication credentials (PIN codes, badge access) with colleagues
- Report unfamiliar devices or USB drives connected to or near MFPs
- Use only approved scan destinations — do not configure personal email addresses or unauthorized cloud storage accounts on shared devices
- Recognize social engineering attempts that may use a printer-related pretext, such as a caller claiming to be performing remote firmware maintenance
Training should be included in new employee onboarding and reviewed annually. Organizations in regulated industries should document training completion for compliance purposes.
How does MFP security fit into a broader organizational security policy?
MFPs should be explicitly included in your organization's written information security policy, asset inventory, patch management schedule, and incident response plan. Treating them as out-of-scope for IT security governance is a documented gap that auditors and attackers both identify.
Add every MFP to your asset inventory with its IP address, MAC address, firmware version, and assigned owner. Include MFPs in vulnerability scans. Apply the same acceptable use policy to MFPs that applies to workstations and servers.
When performing a risk assessment, evaluate MFPs against the same criteria as other endpoints: what data do they access, what would the impact be if they were compromised, and what controls are in place to reduce that likelihood?
Organizations using managed IT services can incorporate MFP security hardening into their standard managed services scope, ensuring that device configuration, firmware, and monitoring are maintained on a consistent schedule rather than handled reactively.
A security posture that covers servers and workstations but leaves MFPs unaddressed is not a complete security posture. The technical controls described in this article — credential management, encryption, firmware patching, network segmentation, access controls, logging, and employee training — apply directly to MFPs and should be implemented as standard practice.
