The Print Security Checklist for IT Teams: 15 controls to audit Before Year-End

Printers and multifunction printers belong in your security review not just your equipment inventory. Depending on the model and configuration, they can retain document data, connect to network services, and provide administrative access that needs to be protected. The FTC recommends addressing copier security throughout the equipment lifecycle, from purchase and configuration to return or disposal. (FTC)

October is a useful time to review your print environment and identify improvements for the coming year. For organizations using calendar-year budgets, that review can also help inform replacement and security-project planning.

The checklist below gives IT and operations teams a starting point for reviewing a mixed fleet. For the bigger picture on why print devices deserve this attention, see why printer security is your first line of defense and MFP security: the overlooked risk that could cost your business.

Available controls and configuration steps vary by model, firmware, storage type, and print-management software. Verify settings against the manufacturer’s documentation and your organization’s security requirements. In particular, do not assume that hard-drive overwrite features apply to devices with SSD or other flash-based storage. (Xerox)

Lock down access

1. Change default administrator credentials

Review the administrator credentials on every networked printer and MFP. Replace default passwords with unique, strong passwords and store them in your organization’s approved password manager. The FTC specifically recommends changing default network passwords as part of copier security. (FTC)

If you cannot verify a device’s credential configuration, flag it for review rather than assuming someone changed it during installation.

2. Disable unused services and protocols

Review which services are enabled and identify what your printing, scanning, monitoring, and support workflows actually require. Disable unnecessary services after checking dependencies with IT and your service provider. FTC guidance recommends securely integrating copiers into the network and protecting their network access. (FTC)

For services you retain, use the supported secure configuration. Examples include HTTPS for administration and SNMPv3 with authentication and privacy/encryption enabled. Selecting SNMPv3 alone is not a substitute for configuring its security settings. (Xerox)

Document the changes and test essential workflows before applying the same configuration across the fleet.

3. Segment printers and restrict traffic

Place printers on an appropriate network segment and enforce access restrictions with firewall rules or access-control lists. A dedicated VLAN helps organize the fleet, but the traffic-filtering rules are what restrict communication between segments. CISA recommends combining segmentation with filtering controls. (CISA)

Identify the connections each device needs, such as print servers, approved scan destinations, and management tools. Use that list to define permitted traffic rather than allowing broad access to the rest of the network. (CISA)

4. Require individual authentication where supported

Where the device or print-management system supports it, require individual user authentication for relevant functions. Review available permissions to determine whether printing, copying, scanning, or other features can be restricted by user or group. FTC guidance identifies authentication and print-management rules as separate security capabilities. (FTC)

Do not confuse a job-release PIN with a complete user activity record. Secure print may use a PIN simply to unlock a particular job. If you need user-level accountability, configure accounting or audit logging separately and verify what the system records.

Protect stored data

5. Verify storage encryption

Check whether each device supports encryption of stored job data, whether it is enabled, and which storage areas it covers. Encryption is an available copier security feature, but its availability and configuration should be verified rather than assumed. (FTC)

Record the result for each device. Flag any model that cannot meet your organization’s requirements for protecting retained data.

6. Verify job-data removal

For devices with magnetic hard drives, review supported image-overwrite settings. For devices with SSD or other flash-based storage, follow the manufacturer’s job-data removal guidance instead. Xerox distinguishes between image overwrite for magnetic drives and Job Data Removal for flash-based storage on the cited AltaLink models. (Xerox)

Also verify the scope of the selected setting. An overwrite mode may not remove saved jobs, mailboxes, or other retained information. Xerox’s standard overwrite mode, for example, excludes certain stored data that requires additional handling. (Xerox)

Routine job-data removal should not be treated as proof that a device is ready for return or disposal. End-of-life sanitization requires its own documented process. (FTC)

7. Hold sensitive jobs until release

Use secure print or authenticated pull printing where appropriate so sensitive documents remain held until someone releases them at the device. FTC guidance describes systems that require a password or proof of identity before printing. (FTC)

Check how your solution works. A device’s secure-print feature may release a job using a job-specific PIN, while another system may authenticate the user. Choose the release method that meets your organization’s security and accountability requirements. (FTC)

For teams handling sensitive records, include held-job release in the workflow review rather than relying on users to reach the output tray immediately.

8. Document storage handling before return

Before a device is returned, resold, transferred, or disposed of, document who is responsible for its storage and data. Your agreement should address the sanitization or removal service, the method used, and the records you will receive. The FTC recommends addressing drive ownership and overwriting in lease or purchase agreements and notes that these services may involve an additional fee. (FTC)

Use recognized media-sanitization guidance, such as NIST SP 800-88 Rev. 2, to select an appropriate approach for the storage medium and data sensitivity. Rev. 2 was finalized in September 2025 and superseded Rev. 1. (NIST)

Do not assume that returning the copier automatically includes sanitizing its storage.

Patch and monitor

9. Set a firmware review cadence

Assign an owner to review manufacturer security advisories and supported firmware versions. A quarterly review can serve as a planning baseline, but it should not become a reason to wait when an advisory calls for more urgent action.

Document how your team evaluates updates, schedules installation, and confirms completion. Treat the cadence as your organization’s operating policy—not as a universal manufacturer or regulatory requirement.

10. Maintain a complete device inventory

Use a consistent inventory to connect each device with its configuration, support status, and responsible owner.

For this checklist, record:

• Manufacturer and model.
• Serial number and physical location.
• IP address or other network identifier.
• Installed firmware version.
• Responsible IT or operations owner.
• Service provider and relevant contract.
• Storage type and verified security capabilities.

This inventory becomes the working record for the remaining controls. Keep unknown settings visible as open items rather than filling them in with assumptions.

11. Enable and review available security logs

Check whether each device supports security audit logging and forwarding to your monitoring system. Some Xerox devices support remote syslog, but availability and configuration vary by model. (Xerox)

Where supported, enable the relevant logging settings and verify that the events you need actually reach the destination. Do not assume that forwarding logs automatically enables every audit category. (Xerox)

Assign someone to review the resulting alerts or reports. A configured log destination is only one part of the monitoring workflow.

12. Remove unnecessary features and connections

Review device features alongside network services. Identify functions your organization no longer uses, then check the manufacturer’s documentation for the appropriate way to restrict or disable them.

Your review list may include USB printing or scanning, unused fax functions, and installed connectors or applications. Before making changes, confirm whether an active workflow or support process depends on them.

Record approved exceptions so the next reviewer knows why a feature remains enabled.

Tighten everyday workflows

13. Review scan destinations and permissions

Review who can use scan-to-email and scan-to-folder, which destinations they can select, and which credentials or permissions those workflows use.

Where supported and appropriate, restrict destinations to an approved address book or other authorized destinations. Check scan-folder permissions with the same care used for other shared locations. If your team is rethinking how scanned files are stored and shared, scanning and document-sharing software can route documents to controlled destinations instead of open inboxes.

The goal is a documented workflow: authorized users, approved destinations, and permissions that match the business need—not an assumption that the device’s initial configuration is sufficient.

14. Encrypt supported print connections

Use supported encrypted print connections, such as IPPS over TLS, where available. Xerox documents IPPS configuration for supported models. (Xerox)

Review the actual print path rather than checking only the device setting. Identify the workstation, server, and device connections involved, then verify the security configuration for each relevant connection.

Record exceptions and determine whether a different configuration or print solution is needed.

15. Put responsibilities in writing

Define who owns each control: IT, the network or security team, procurement, or a contracted service provider.

Do not assume your print agreement includes security configuration, firmware updates, or end-of-lease sanitization. The FTC recommends checking available services and contract terms, particularly for storage handling. (FTC)

Your written plan should identify:

• Who approves and implements configuration changes.
• Who monitors security advisories and applies firmware updates.
• Who reviews inventory and logging.
• Who authorizes scan and print workflows.
• Who sanitizes storage when equipment leaves service.
• What documentation each responsible party must provide.

Start the audit

Begin with the inventory, administrator credentials, and enabled services. These checks provide a practical starting point, but they do not replace the remaining controls.

Then work through five steps:

1. Record each device’s supported capabilities and current settings.
2. Identify gaps against your organization’s security requirements.
3. Assign an owner and target date to every open item.
4. Separate urgent issues from longer-term configuration or replacement projects.
5. Schedule the next review and update the inventory as devices change.

Avoid a blanket replacement rule based on a single missing feature. Evaluate the data the device handles, its supported controls, and whether configuration changes or other risk-reduction measures can meet your requirements. FTC guidance emphasizes considering the information involved, available security features, and organizational resources. (FTC) If a device does need replacing, these five signs it’s time to upgrade your printer can help you build the case.

Frequently asked questions

Do printers store copies of documents?

Many digital copiers retain document or job data on internal storage. What is retained—and how it is protected—depends on the device and its configuration. Review the manufacturer’s documentation for encryption, job-data removal, and end-of-life sanitization. (FTC) (Xerox)

How often should printer firmware be reviewed?

Set a documented cadence based on your fleet and security requirements. Quarterly can be a starting point for routine review, but respond to manufacturer security advisories according to their urgency rather than waiting for the next scheduled check.

Who is responsible for printer security?

Responsibilities depend on your organization and service agreement. Document who owns network restrictions, device configuration, updates, monitoring, and storage handling. Do not assume that a provider includes all of these services. (FTC)

What should happen to storage when a lease ends?

Use a documented sanitization or removal process appropriate to the storage medium and data sensitivity. Address responsibilities in the agreement and retain the resulting records. NIST SP 800-88 Rev. 2 provides recognized media-sanitization guidance. (FTC) (NIST)

Does this matter for HIPAA?

Yes. Devices that handle electronic protected health information need to be considered in the applicable risk analysis. In a 2013 enforcement case, HHS cited a health plan’s failure to include copier-drive ePHI in its risk analysis after leased copiers were returned without their drives being erased. Work with your compliance team on the requirements for your environment. (HHS)

Make the review actionable

A useful print-security audit produces more than a completed checklist. It identifies verified settings, unresolved questions, responsible owners, and deadlines.

Address urgent exposures now. Scope longer-term improvements and replacement needs for the coming budget cycle, and verify each change against the documentation for the equipment you actually operate.

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