Security Features Guide
Protect your sensitive documents and data with the right features
What You'll Learn:
Table of Contents
Why Copier Security Matters More Than Ever
Modern multifunction printers and copiers are sophisticated computers that store, process, and transmit sensitive business data. Every document you copy, print, scan, or fax passes through the copier's hard drive and network connections, creating potential security vulnerabilities that many businesses overlook.
Data breaches involving office equipment have cost companies millions in fines, legal fees, and reputation damage. With regulations like HIPAA, GDPR, and SOX becoming stricter, and cybercriminals increasingly sophisticated, copier security is no longer optional—it's a critical business necessity.
The Hidden Risks in Your Copy Room
Hard Drive Data Storage: Most copiers store images of every document processed, potentially for years
Network Vulnerabilities: Copiers connected to your network can be entry points for hackers
Unauthorized Access: Without proper controls, anyone can access sensitive documents
Data in Transit: Documents sent via email or network can be intercepted without encryption
Physical Security: Printed documents left in output trays expose confidential information
Third-Party Access: Service technicians may have unrestricted access to stored data
Industries with Critical Security Needs
Healthcare: HIPAA requires strict protection of patient health information
Legal: Attorney-client privilege demands secure document handling
Financial Services: Banking regulations mandate data protection and audit trails
Government: Classified and sensitive information requires highest security levels
Education: FERPA protects student records and personal information
Insurance: Personal and medical data requires comprehensive protection
Any business handling customer data, trade secrets, or proprietary information
The True Cost of a Security Breach
Average data breach costs $4.35 million according to IBM Security
HIPAA violations can result in fines up to $1.5 million per year
GDPR penalties reach up to 4% of annual global revenue
Legal fees and settlements from affected parties
Lost business due to damaged reputation
Costs of mandatory breach notification and credit monitoring
Productivity losses during incident response and recovery
Essential Security Features Every Business Should Consider
Not all security features are equally important for every business, but certain fundamental protections should be standard in any organization handling sensitive information.
User Authentication and Access Control
User authentication ensures only authorized personnel can access copier functions, creating accountability and preventing unauthorized use.
PIN/Password Authentication:
Users enter a code before accessing the copier
Tracks who printed, copied, or scanned what documents
Prevents unauthorized access to copier functions
Simple to implement and use
Best for: Small to medium businesses with basic security needs
Card/Badge Authentication:
Users swipe ID cards or proximity badges
Integrates with existing employee badge systems
Faster and more convenient than PIN entry
Harder to share than PINs
Best for: Medium to large businesses with badge systems
Biometric Authentication:
Fingerprint or facial recognition for highest security
Cannot be shared, stolen, or forgotten
Fastest authentication method
Most secure option available
Best for: Healthcare, legal, financial, government sectors
Active Directory/LDAP Integration:
Uses existing network login credentials
Centralized user management
Automatic updates when employees join or leave
Consistent with other IT security policies
Best for: Enterprises with established IT infrastructure
Secure Print Release (Pull Printing)
Secure print release holds documents in a queue until the authorized user authenticates at the copier to release them, preventing sensitive documents from sitting in output trays.
How It Works:
User sends print job from their computer
Document is held in secure queue on copier or server
User walks to copier and authenticates (PIN, card, or biometric)
User selects which jobs to print from their queue
Other users cannot see or access the documents
Key Benefits:
Eliminates sensitive documents left in output trays
Reduces wasted prints from unclaimed jobs
Prevents "print and forget" scenarios
Essential for compliance in regulated industries
Users can print at any copier on the network
Advanced Options:
Print job deletion after set time period
Watermarking with user name and timestamp
Automatic job archiving for audit trails
Mobile release from smartphones
ROI Considerations:
Reduces paper waste by 15-30% according to industry studies
Prevents costly data breaches from unattended documents
Required for HIPAA, PCI-DSS, and other compliance standards
Data Encryption
Encryption protects your data both when stored on the copier's hard drive and when transmitted across networks, making it unreadable to unauthorized parties.
Hard Drive Encryption:
Encrypts all data stored on copier's internal hard drive
Uses AES 256-bit encryption (military-grade standard)
Protects data even if hard drive is physically removed
Essential when decommissioning or servicing copiers
Look for: Self-encrypting drives (SED) or full disk encryption (FDE)
Network Transmission Encryption:
SSL/TLS encryption for data sent over network
IPsec for secure network protocols
Encrypted email transmission for scan-to-email
SNMPv3 for secure device management
Essential for remote or cloud-connected features
Data Overwrite and Sanitization:
Automatic overwrite of hard drive data after each job
Multiple-pass overwrite for maximum security (DoD 5220.22-M standard)
Scheduled automatic overwrite of all temporary data
Critical before returning leased equipment or disposing of copiers
Compliance Requirements:
HIPAA requires encryption of electronic protected health information (ePHI)
PCI-DSS mandates encryption for cardholder data
GDPR requires encryption as part of data protection measures
Many state privacy laws now require encryption by default
Network Security Features
Copiers are networked devices that can be vulnerable to the same attacks as computers. Modern copiers need robust network security to prevent unauthorized access.
IP Filtering and Port Management:
Restrict which IP addresses can access the copier
Disable unused network ports and protocols
Limit access to specific subnets or VLANs
Block suspicious connection attempts
Firewall Protection:
Built-in firewall filters incoming and outgoing traffic
Protects against common network attacks
Can be configured to match corporate security policies
Logs attempted intrusions for security auditing
Secure Protocols:
HTTPS for web-based administration (not just HTTP)
SFTP instead of FTP for file transfers
SNMPv3 instead of older, insecure versions
Disable legacy protocols like Telnet and SMBv1
Certificate Management:
Support for digital certificates for device authentication
Certificate validation for secure connections
Integration with corporate PKI infrastructure
Automatic certificate renewal capabilities
Network Isolation:
Place copiers on separate VLAN from critical systems
Implement network segmentation strategies
Control what network resources copiers can access
Monitor copier network traffic for anomalies
Audit Trails and Logging
Comprehensive logging creates accountability and enables detection of security incidents or policy violations.
What Should Be Logged:
User authentication events (successful and failed)
Print, copy, scan, and fax job details
Administrative access and configuration changes
Network access attempts and connections
Security events and alerts
Data deletion and overwrite operations
Log Management Features:
Automatic forwarding to SIEM systems
Long-term log retention for compliance
Tamper-proof logging to prevent alteration
Searchable log databases for investigations
Automated alerts for suspicious activities
Compliance Benefits:
Demonstrates due diligence for auditors
Required for SOX, HIPAA, PCI-DSS compliance
Provides evidence for legal proceedings
Enables forensic investigation after incidents
Helps identify insider threats and policy violations
Advanced Security Features for High-Security Environments
Organizations with stringent security requirements, such as government agencies, healthcare systems, and financial institutions, need additional layers of protection beyond basic security features.
Trusted Platform Module (TPM)
TPM is a dedicated cryptographic processor that provides hardware-based security functions.
Key Capabilities:
Hardware-based encryption key storage
Secure boot verification to prevent firmware tampering
Cryptographic operations performed in isolated environment
Protection against physical attacks on the device
Use Cases:
Government agencies requiring FIPS 140-2 compliance
Defense contractors with classified information
Healthcare organizations with strict HIPAA requirements
Financial institutions meeting regulatory standards
Benefits:
Significantly harder to compromise than software-only security
Meets highest government and industry security standards
Protects encryption keys from sophisticated attacks
Provides secure firmware update mechanisms
Document Watermarking and Tracking
Watermarking adds visible or invisible marks to documents to track their origin, deter copying, and enable document forensics.
Types of Watermarks:
Visible: Text overlay showing "Confidential," date, user name, etc.
Invisible: Hidden codes detectable only with special tools
Dynamic: Change based on user, time, or document properties
Copy-evident: Become visible only when document is copied
Tracking Capabilities:
Embed user ID, timestamp, and device information
Create unique identifier for each printed page
Enable forensic tracking of leaked documents
Provide evidence of document origin and chain of custody
Applications:
Legal documents requiring authentication
Confidential business plans and trade secrets
Government classified documents
Medical records with patient information
Financial reports and sensitive business data
Secure Fax and Email Transmission
Traditional fax and email transmission can expose sensitive data. Advanced security features protect documents in transit.
Secure Fax Features:
Encrypted fax transmission (HTTPS fax)
Fax confirmation and delivery receipts
Automatic retry for failed transmissions
Restricted fax sending to approved numbers only
Fax-to-email with encryption
Secure Email Features:
TLS/SSL encryption for email transmission
S/MIME or PGP support for end-to-end encryption
Digital signatures for email authentication
Restricted email domains for scan-to-email
Email size limits and file type restrictions
Compliance Considerations:
HIPAA-compliant fax and email transmission
Audit trails for all sent communications
Retention policies for transmitted documents
Automatic encryption for sensitive content detection
Remote Management and Monitoring Security
Remote access enables convenient management but creates security risks if not properly protected.
Secure Remote Access:
VPN required for remote administration
Multi-factor authentication for admin access
Role-based access control (RBAC) for administrators
Time-limited access sessions with automatic logout
Separate admin credentials from user accounts
Monitoring Capabilities:
Real-time security alerts and notifications
Automated threat detection and response
Regular security scanning and vulnerability assessments
Compliance monitoring and reporting
Integration with security information and event management (SIEM) systems
Vendor Access Controls:
Require approval for service technician access
Time-limited access tokens for maintenance
Audit all vendor activities on the device
Ability to revoke access immediately
Non-disclosure agreements and security policies for vendors
Compliance and Regulatory Requirements
Different industries face specific regulatory requirements for document security. Understanding which regulations apply to your business is crucial for selecting appropriate copier security features.
HIPAA (Healthcare)
The Health Insurance Portability and Accountability Act requires protection of patient health information (PHI).
Required Security Features:
User authentication for all copier access
Encryption of stored PHI on hard drives
Secure print release to prevent PHI exposure
Automatic data overwrite after each job
Audit logs of all access to PHI
Physical security controls (locked rooms, badge access)
Business Associate Agreements (BAAs) with copier vendors
Best Practices:
Place copiers in secure, monitored areas
Implement role-based access (doctors, nurses, admin staff)
Regular security risk assessments
Staff training on proper copier use
Incident response plan for potential breaches
Hard drive removal or destruction before disposal
Penalties for Non-Compliance:
$100 to $50,000 per violation
Up to $1.5 million per year for repeat violations
Criminal charges for willful neglect
Mandatory breach notification costs
Reputation damage and loss of patient trust
GDPR (European Data Protection)
The General Data Protection Regulation applies to any business processing EU citizens' personal data.
Key Requirements:
Data protection by design and by default
Encryption of personal data
Ability to delete personal data upon request (right to erasure)
Data breach notification within 72 hours
Documentation of data processing activities
Data protection impact assessments
Copier Security Implications:
Must be able to completely erase individual's data
Automatic encryption should be default setting
Audit trails must track all data processing
Cross-border data transfer restrictions
Vendor contracts must specify data protection responsibilities
Penalties:
Up to €20 million or 4% of annual global revenue
Whichever is higher
Applies even to non-EU companies processing EU data
PCI-DSS (Payment Card Industry)
Businesses that handle credit card information must comply with Payment Card Industry Data Security Standards.
Relevant Requirements:
Encrypt cardholder data at rest and in transit
Restrict access to cardholder data
Maintain audit trails
Regularly test security systems
Protect against malware
Develop and maintain secure systems
Copier Considerations:
Never print, copy, or scan full credit card numbers
If unavoidable, use data masking (show only last 4 digits)
Implement strong access controls
Regular security assessments
Secure disposal of documents with card data
Network segmentation to isolate copiers
Best Practice:
Ideally, avoid processing payment card data through copiers entirely
Use dedicated, PCI-compliant document management systems
If required, use copiers certified for PCI compliance
SOX (Sarbanes-Oxley Act)
Public companies must maintain accurate financial records and implement internal controls.
Document Security Requirements:
Audit trails for financial document access
Protection against unauthorized alteration
Retention of records for specified periods
Controls to ensure document integrity
Segregation of duties
Copier Controls:
User authentication and access logs
Tamper-proof audit trails
Version control for scanned documents
Secure storage of financial documents
Regular access reviews and audits
Documentation:
Written security policies and procedures
Evidence of control effectiveness
Regular testing and validation
Management certification of controls
State Privacy Laws
Many U.S. states have enacted privacy laws with specific requirements.
Notable State Laws:
California Consumer Privacy Act (CCPA)
California Privacy Rights Act (CPRA)
Virginia Consumer Data Protection Act
Colorado Privacy Act
Many others in development
Common Requirements:
Reasonable security measures for personal data
Data breach notification requirements
Consumer rights to access and delete data
Data minimization principles
Purpose limitation for data collection
Copier Implications:
Implement encryption as baseline security
Ability to locate and delete specific individual's data
Maintain inventory of what personal data is processed
Regular security assessments
Incident response planning for breaches
Implementing a Comprehensive Copier Security Strategy
Selecting copiers with the right security features is only the first step. A comprehensive security strategy includes proper configuration, policies, training, and ongoing management.
Security Assessment and Planning
Conduct Data Classification:
Identify what types of sensitive data you handle
Classify documents by sensitivity level (public, internal, confidential, restricted)
Determine which regulations apply to your data
Map data flows through your organization
Risk Assessment:
Identify current security vulnerabilities
Assess likelihood and impact of potential breaches
Review past incidents and near-misses
Benchmark against industry standards
Prioritize risks based on business impact
Define Security Requirements:
Determine minimum security features needed
Identify nice-to-have vs. must-have features
Consider future needs and scalability
Establish budget parameters
Document requirements for vendor evaluation
Vendor Selection and Evaluation
Security Certification Questions:
Does the copier have Common Criteria certification?
Is it FIPS 140-2 validated for government use?
What industry-specific certifications does it hold?
Is the vendor ISO 27001 certified?
What security testing has been performed?
Vendor Support and Policies:
What security training do service technicians receive?
Will vendor sign Business Associate Agreement (if HIPAA applies)?
What is vendor's data breach notification policy?
How are firmware updates and security patches delivered?
What is end-of-life data sanitization process?
Total Cost Considerations:
Initial purchase price vs. lease costs
Security feature licensing fees
User authentication system costs
Ongoing support and maintenance
Training and implementation costs
Compare against potential breach costs
Configuration and Deployment
Initial Security Hardening:
Change all default passwords immediately
Disable unnecessary services and protocols
Enable all purchased security features
Configure user authentication method
Set up encryption for data at rest and in transit
Configure secure print release
Enable comprehensive audit logging
Set up automatic data overwrite
Network Integration:
Place copiers on appropriate VLAN
Configure firewall rules
Set up IP filtering if needed
Integrate with Active Directory/LDAP
Configure secure protocols only
Test all network security controls
Physical Security:
Place copiers in access-controlled areas when possible
Consider security cameras in copy rooms
Lock service panels and hard drive bays
Post security reminder signage
Ensure output trays are not visible to unauthorized personnel
Policies and Procedures
Develop Comprehensive Policies:
Acceptable use policy for copiers
Data classification and handling procedures
Incident response plan for security events
Vendor access and maintenance procedures
Document retention and destruction policies
Remote work and mobile printing guidelines
User Responsibilities:
Protect authentication credentials
Immediately retrieve printed documents
Report security concerns and incidents
Follow document classification procedures
Properly dispose of sensitive printouts
Do not share access credentials
Administrative Procedures:
Regular user access reviews
Timely removal of terminated employees
Firmware and security update schedule
Regular security audits and assessments
Vendor management and oversight
Decommissioning and disposal procedures
Training and Awareness
User Training Topics:
How to use authentication systems
Secure print release procedures
Proper handling of sensitive documents
Recognizing and reporting security incidents
Data classification guidelines
Mobile and remote printing security
Administrator Training:
Security feature configuration
User management and access control
Audit log review and analysis
Incident investigation procedures
Firmware update and patch management
Security assessment techniques
Ongoing Awareness:
Regular security reminders
Phishing and social engineering awareness
Updates on new threats and vulnerabilities
Refresher training for policy changes
Recognition for security-conscious behavior
Ongoing Management and Monitoring
Regular Security Activities:
Review audit logs for anomalies
Monitor for failed authentication attempts
Track document volumes for unusual patterns
Review user access lists quarterly
Test security controls regularly
Conduct periodic security assessments
Maintenance and Updates:
Apply firmware updates promptly
Install security patches as released
Review and update security configurations
Test updates in non-production environment first
Maintain change documentation
Continuous Improvement:
Review incidents and near-misses for lessons learned
Update policies based on new threats
Benchmark against industry best practices
Consider emerging security technologies
Engage with vendor security advisories
Participate in information sharing communities
Cost-Benefit Analysis of Security Features
Investing in copier security features has real costs, but the benefits of preventing data breaches far outweigh these expenses in most cases.
Typical Security Feature Costs
Basic Security Features (Usually Included):
User PIN authentication: Standard on most modern copiers
Basic network security: Included in base models
Administrator passwords: Standard security feature
Typical cost: No additional charge
Mid-Level Security Features:
Card/badge authentication: $200-$800 per device
Secure print release: $300-$1,000 per device or fleet license
Hard drive encryption: $200-$600 per device
Data overwrite capability: $100-$400 per device
Typical total: $800-$2,800 per copier
Advanced Security Features:
Biometric authentication: $1,000-$2,500 per device
Trusted Platform Module (TPM): $500-$1,500 per device
Advanced audit and reporting: $500-$2,000 per year
Document watermarking: $300-$1,000 per device
SIEM integration: $1,000-$5,000 setup plus annual fees
Typical total: $3,300-$12,000 per copier plus ongoing costs
Enterprise Security Suites:
Comprehensive security packages: $2,000-$8,000 per copier
Fleet management and monitoring: $5,000-$50,000 annual licensing
Compliance management tools: $3,000-$25,000 annually
Professional security assessment: $5,000-$25,000 one-time
Return on Investment Calculations
Cost Savings from Security Features:
Reduced paper waste (secure print release): Save 15-30% on paper costs
For 10,000 pages/month at $0.05/page = $75-$150 monthly savings
Annual savings: $900-$1,800 per copier
Often recoups secure print release cost in 1-2 years
Avoided Breach Costs:
Average cost of data breach: $4.35 million
Average cost per lost record: $164
Legal and regulatory fines (vary by regulation)
Even a small breach affecting 1,000 records = $164,000 cost
Investment in security features is insurance against these costs
Productivity Benefits:
Reduced time searching for missing print jobs
Faster document retrieval with user queues
Less downtime from security incidents
Improved workflow efficiency
Reduced help desk calls
Compliance and Business Benefits:
Avoid regulatory fines and penalties
Win contracts requiring security certifications
Improve insurance rates with better security
Enhance company reputation and customer trust
Demonstrate due diligence to auditors and clients
Right-Sizing Security Investment
Small Businesses (< 25 employees):
Basic user authentication (PIN): Essential
Secure print release: Highly recommended
Hard drive encryption: Recommended
Network security: Essential
Estimated investment: $500-$1,500 per copier
ROI timeline: 1-2 years from paper savings and breach prevention
Medium Businesses (25-250 employees):
Card authentication: Recommended
Secure print release: Essential
Hard drive encryption: Essential
Data overwrite: Essential
Audit logging: Recommended
Estimated investment: $1,500-$4,000 per copier
ROI timeline: 1-2 years from combined benefits
Large Enterprises (250+ employees):
Advanced authentication (biometric or integrated): Essential
Comprehensive security suite: Essential
TPM for critical devices: Recommended
Fleet management: Essential
SIEM integration: Recommended
Estimated investment: $3,000-$10,000 per copier plus fleet management
ROI timeline: Under 1 year considering breach prevention
Regulated Industries (Healthcare, Finance, Legal):
Maximum security features: Essential for compliance
Industry-specific certifications: Required
Regular security assessments: Mandatory
Estimated investment: $5,000-$15,000 per copier plus ongoing costs
ROI timeline: Immediate (required for operation, prevents massive fines)
Common Security Mistakes to Avoid
Even with the best security features, poor implementation or management can leave your organization vulnerable. Avoid these common pitfalls.
Configuration and Setup Errors
Leaving Default Settings:
Default passwords (admin/admin or 12345678) are widely known
Default network settings may be insecure
Default protocols include outdated, vulnerable options
Always change defaults during initial setup
Incomplete Feature Activation:
Purchasing security features but not enabling them
Half-implemented user authentication (some users bypassed)
Encryption purchased but not configured
Audit logging enabled but never reviewed
Inconsistent Fleet Security:
Some copiers secured, others left open
Different security levels for similar sensitivity areas
Forgotten devices (old copiers, scanners, fax machines)
Lack of centralized security management
Policy and Process Failures
Inadequate User Training:
Users don't understand security features
Authentication seen as inconvenience rather than protection
Workarounds that bypass security
Shared credentials to avoid "hassle"
Poor Access Management:
Terminated employees still in system
Generic/shared accounts instead of individual users
Excessive permissions for regular users
No regular access reviews
Weak Physical Security:
Copiers in unsecured areas accessible to visitors
Output trays visible from hallways
Unlocked service panels and hard drive bays
No monitoring of copier areas
Missing Policies:
No clear acceptable use policy
Undefined incident response procedures
No vendor access controls
Lack of document classification guidelines
Maintenance and Lifecycle Issues
Neglecting Updates and Patches:
Running outdated firmware with known vulnerabilities
Delaying security patches due to fear of disruption
No patch testing or change management process
Lack of awareness of vendor security advisories
Improper Decommissioning:
Returning leased copiers without data sanitization
Selling or donating copiers with data still on hard drive
Inadequate hard drive destruction procedures
Forgetting about copier hard drives during disposal
Service and Maintenance Risks:
Unrestricted service technician access
No oversight of vendor activities
Service without proper credentials or authorization
Lack of post-service security validation
Monitoring and Response Deficiencies
Ignoring Audit Logs:
Collecting logs but never reviewing them
No alerts for suspicious activities
Inability to investigate incidents due to lack of data
Logs not retained long enough for compliance
No Incident Response Plan:
Unclear who to contact when breach suspected
No procedures for containing security incidents
Delayed response allowing greater damage
No plan for notification and remediation
Failure to Learn from Incidents:
Not conducting post-incident reviews
Repeating same security mistakes
No process improvement after near-misses
Blame culture preventing honest reporting