While multifunction printers are a critical component of most office networks, they are often the most overlooked from a cyber security standpoint.
Tax season is one of the busiest periods for accounting firms. Returns must be reviewed; client documents arrive in waves, and staff move quickly to keep filings on schedule. Financial records pass between email, cloud systems, and paper throughout the day. Most firms focus their cybersecurity efforts on email, laptops, and cloud platforms to ensure client data is safeguarded throughout this busy time.
But one device that processes a surprising share of that information often goes overlooked: the office printer.
Modern multifunction printers (MFPs) are essentially networked computers that also print, run software, and store data. During tax season, they manage a steady stream of tax returns, financial statements and supporting documents.
For accounting firms responsible for protecting sensitive financial data, printer security warrants closer attention and can often benefit from dedicated IT or cybersecurity support.
Printers store and process sensitive data
Many MFPs contain internal hard drives that temporarily store documents that are printed, scanned, or copied. Especially during tax season, sensitive data is expected to pass through those hard drives in higher volumes than usual. However, if the device is not properly configured, some of that information may remain stored even after the job is completed.
Printers are also often integrated with email platforms or document management systems so scanned files can be sent directly to staff or clients. While this improves efficiency, it also means the printer is connected to the same systems that store confidential client information.
Because of this, cybersecurity experts should treat printers like any other connected endpoint within the organization’s technology environment. That includes reviewing security settings, limiting access to administrative controls and ensuring the device is included in routine security management.
Printer credentials often go unchanged
Most organizations enforce regular password updates for computers and email accounts. These policies are part of standard cybersecurity practice. Printers, on the other hand, receive far less attention.
Many devices are installed when an office lease begins, and those devices then remain in service for several years with minimal oversight. During that time, administrative passwords may never be updated, and firmware updates may be overlooked.
For cybercriminals looking for a weak entry point into a network, a poorly maintained printer can present an opportunity. Periodically reviewing printer credentials and ensuring firmware remains up to date can help reduce that risk.
Printed documents create physical exposure
Printer security is not limited to network settings. Physical documents can also create exposure.
In many offices, someone prints a document and becomes distracted before retrieving it. The paperwork remains in the output tray until someone else notices it. When those documents contain tax returns or financial records, the risk becomes clear.
Secure print release features can help address this issue by holding documents in the queue until the user authenticates at the device. The document prints only when the user is physically present at the machine, reducing the likelihood that sensitive information will be left unattended.
Shared workspaces introduce new considerations
Coworking spaces and shared offices have become more common for professionals, including accountants and consultants. While these spaces offer flexibility, they can also introduce additional security considerations.
Multiple organizations may share the same wireless network, and printers may be accessible to several companies within the workspace. If the network is not segmented properly, it may be possible for others to observe traffic or attempt access to connected devices.
Organizations operating in shared environments should consider separating networks, so each company operates on its own connection. Printers should also be configured to automatically delete incomplete or unclaimed jobs.
While teams are hyper-focused on meeting deadlines and client deliverables in the tax season rush, it is common to neglect printer maintenance at a time when it is most critical. With the right safeguards in place, including hiring reputable IT services and cybersecurity expertise, accounting firms and offices of all sizes can keep information moving efficiently while maintaining the level of protection their clients expect.