Office Printers: The Overlooked Cybersecurity Threat for Small Businesses
Small and medium businesses (SMBs) may be underestimating a critical cybersecurity vulnerability in their daily operations. Recent findings highlight that office printers are emerging as prime targets for hackers, yet many organizations continue to prioritize traditional security measures over document workflow protection.
Print Security: A Low Priority with High Risks
According to HP's "The Workflow Wakeup" report, SMBs heavily rely on firewalls and endpoint security but often neglect the security of their printers and document workflows. The research indicates that 57% of IT decision-makers consider print security a low priority, and 45% are unaware if their print environment meets established standards. This oversight is alarming, as printers are connected devices that store, process, and transmit sensitive information, significantly expanding the attack surface for cyber threats.
How Printers Became Overlooked Security Risks
The risks associated with print environments are not merely theoretical. Industry data cited in the report shows that six out of 10 SMBs experienced at least one print-related data loss incident in the past year. Despite this, awareness remains limited: 66% of knowledge workers assume printers are secure because they are connected to office networks, and half do not view them as potential threats.
These gaps in understanding expose businesses to vulnerabilities such as:
- Outdated firmware
- Default credentials
- Unsecured access points
Beyond data exposure, these issues can disrupt workflows, reduce productivity, and create operational friction, impacting overall business efficiency.
Document Workflows: Hidden Inefficiencies and Security Gaps
The report also highlights that document workflows themselves are a hidden source of inefficiency. Routine tasks like scanning, printing, and formatting often disrupt employee focus, with 54% of workers reporting problems such as running out of ink or toner. The shift towards hybrid and remote work arrangements is changing the risk profile, as 57% of SMBs cite home-printed documents as a significant factor in data loss. Flexible work arrangements, including BYOD policies, often lack governance, creating blind spots in document security.
Additional concerns include:
- 55% of IT managers report employees attempting to circumvent print policies.
- 60% indicate that gaps in document workflows could lead to privacy or data issues.
- 50% of IT managers lack complete visibility into printing activities across users and locations.
Outdated Technology and Digital Friction
Outdated technology remains a pressing concern. The report notes that 65% of SMB IT leaders view legacy systems as a security risk, with many organizations relying on older printers that receive limited updates. Businesses often operate in a reactive mode, spending time addressing system issues rather than improving workflows. Print security is frequently deprioritized in favor of broader initiatives like cloud adoption, contributing to "digital friction" where inefficient systems slow operations and reduce employee productivity.
Adopting Smart Printing Solutions for Enhanced Security
To address these challenges, SMBs are increasingly turning to connected, AI-enabled printing solutions. The study reveals that 87% of business leaders and 88% of IT leaders believe these technologies improve security by enabling automated policy enforcement, secure printing, and visibility into document usage. Survey results show that 87% of workers believe smart printing makes their workflow more efficient, while 80% experience fewer frustrations in daily activities. These solutions also have the potential to reduce costs by streamlining operations.
The study emphasizes that small and midsize businesses must rethink their print infrastructure as part of their overall cybersecurity strategy. As printers become more connected, document security is increasingly vital for safeguarding business operations.
