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Is your office multifunction printer the weakest link in your cyber security?

When businesses think about cyber security, they naturally focus on protecting their laptops, servers, email systems and firewalls. But there is one device that is often overlooked, despite being connected to the network and handling some of most sensitive information every day.

The office multifunction printer (MFP).

MFPs are far more than just printers. They scan documents directly to email, connect to cloud storage, store data on internal hard drives, communicate with business applications and, like any other network device, have their own operating systems and IP addresses.

In many ways, they are computers in their own right. However, they are often not a consideration during discussions about strengthening a business or school’s cyber security and that can, leave organisations vulnerable to unnecessary risk.

Why are printers attractive to cyber criminals?

Every time a document is printed, scanned or copied, information passes through the MFP. Without the right security measures in place, confidential documents, financial information, customer records and employee data could potentially be exposed.

Like any connected device, printers can also become a route into your wider IT network if they are running outdated firmware, protected by default passwords or left without the latest security updates. It is also important for businesses and schools to be prepared for guests who may need to use their WiFi with a method of added security to prevent viruses being brought in.

While businesses and schools have become increasingly aware of cyber threats, print infrastructure is still an area that is often underestimated.

Independent research from industry analyst, Quocirca highlights just how significant the issue has become. Around 7 out of 10 organisations, including businesses and schools, have experienced some data loss as a result of a print-related incident in the past year, and that improving print security continues to rank among the highest technology priorities for businesses during 2026.

It is also no surprise that organisations are increasingly looking for managed print providers with strong IT and cyber security expertise, rather than simply the ability to supply and service their hardware.

It is not just hackers you need to consider

When people hear the words “cyber security”, they often picture sophisticated hackers breaking into company systems.

However, in reality, some security breaches are far simpler.

Imagine a confidential payroll report left unattended on an output tray, or customer information collected by an unscrupulous person or sensitive documents accidentally sent to an incorrect recipient. All of these can result in data breaches, legal issues and damage to an organisation’s reputation.

The printer sitting in the corner of the office could be processing hundreds of confidential documents every week. Protecting that information should be just as important as protecting the computers that created it.

Print security has come a long way

The good news is that in the past 10 years, or so, business MFPs have been designed with built-in security at their core.

As an authorised Sharp reseller, Commerce Business Systems (CBS) supplies MFPs that include a wide range of advanced security features to help protect both your information and your wider IT environment.

These include features such as secure print release, ensuring confidential documents are only printed when the authorised user is present at the device, along with user authentication that prevents unauthorised access to sensitive functions.

Documents and print jobs can be automatically deleted once completed, while data stored on the MFP’s hard drive can be encrypted and securely erased to reduce the risk of information being recovered.

Secure cloud connectivity, encrypted scanning and the latest communication protocols help protect information as it moves between people, applications and cloud platforms such as Microsoft 365.

Sharp devices also support automatic firmware updates, self-healing BIOS technology and centralised security management, helping MFPs to stay protected against new threats which evolve throughout their lifecycle.

For organisations with particularly demanding security requirements, selected Sharp models can also be enhanced with the Bitdefender Virus Detection Kit. This provides an additional layer of protection by scanning files as they enter and leave the MFP in real time, helping to prevent malware from spreading across your network and alerting administrators if suspicious activity is detected.

When combined with administrator controls, user permissions and print management solutions such as PaperCut, businesses and schools can create a secure print environment that supports their wider cyber security goals.

Security is only as strong as your weakest connected device

Cyber criminals are constantly looking for opportunities, and they do not always target the most obvious devices first.

Every laptop, server, smartphone and printer connected to your network should form part of your organisation’s security strategy.

If your print system has not been reviewed recently, now is the ideal time to make sure your network printers and MFPs are properly configured, fully updated and protected against the latest threats.

At CBS, we help businesses and schools to create secure, efficient print environments that protect their sensitive information and support the way their teams work every day.

Whether you are reviewing your existing printer fleet or considering new Sharp multifunction devices, our specialists can help you identify any potential risks and recommend practical solutions that give you greater confidence in your print security.

When it comes to cyber security, every connected device matters, and CBS do not leave anything to chance.

If you would like a clearer picture of how sturdy your current security strategy is, or you want a no-nonsense plan to improve it, the CBS team is here to help.

Call now on 01274 496220
Email us at info@commercebusinesssystems.co.uk