Why Secure Printing Matters More Than Ever in a Hybrid Workplace

The office printer used to be an unassuming box in the corner — ignored until it jammed. But in today’s hybrid work environment, that same printer has quietly become a security risk. Confidential documents, financial reports and client contracts can go from “sent to print” to “left on the tray for anyone to see” in a matter of seconds. And the threat isn’t just physical — unsecured printers have become digital entry points for cyberattacks.

That’s why secure printing is no longer optional. It’s a core part of workplace security, especially when teams are split across home offices, co-working spaces and corporate HQs. The documents didn’t stop getting sensitive — they just started getting printed in more places.

Let’s unpack why secure printing deserves a seat at the cybersecurity table.

The Hidden Risks Behind Everyday Printing

In a hybrid work model, people print from everywhere — laptops, shared networks, mobile phones and even cloud platforms. More access points mean more opportunities for data to leak.

What Could Possibly Go Wrong?

Plenty:

• Print jobs left unattended
• Documents routed through unsecured Wi-Fi networks
• Shared devices accessed by unauthorised staff
• Printers used as malware gateways
• No tracking for who printed what

And here’s the kicker — 50% of IT professionals admit that they’ve had at least one security incident involving a printer. That’s not a niche concern — that’s a warning.

Why Printing Needs the Same Protection as Email

We secure email with encryption, VPNs and spam filters. But many businesses still treat printing as harmless. In reality, printers today:

• Store previous print jobs
• Connect to cloud accounts
• Have internal memory
• Can be accessed remotely

Which makes secure printing just as vital as secure communication.

What Secure Printing Actually Means

Secure printing isn’t a single feature. It’s a set of protections designed to ensure the right person gets access to the right document — and no one else does.

The Tools That Make Printing Safer

Common methods include:

• PIN-based authentication: Retrieve only after entering a unique code
• Card or RFID access: Tap to release the job
• User-based access control: Only authorised staff can print certain documents
• Encrypted print jobs: Data is protected during transmission
• Audit logs: Every print can be tracked

The goal? Make printing intentional. Not accidental.

A Good Rule of Thumb

If your printer can talk to your network… a hacker can talk to your printer. That’s why secure printing is part cybersecurity, part access control and part good housekeeping.

How Hybrid Work Makes Printing Riskier

The workplace is no longer a single building — it’s a network of homes, meeting rooms and shared spaces. And printing now travels across all of them.

Remote Printing = More Exposure

Employees often:

• Print over public Wi-Fi
• Use personal printers without controls
• Send files via unsecured email
• Save documents on USBs for quick printing

Great for convenience. Bad for compliance. Especially in industries like finance, law and healthcare — where data protection isn’t just a policy, it’s a legal requirement.

Who Printed This? Nobody Knows.

Without secure printing systems, companies face a problem:

• Documents can be printed anonymously
• Trail of responsibility goes cold
• Sensitive data leaves without record
• Accountability disappears

In a hybrid model, secure printing isn’t a luxury — it’s your digital paper trail.

Final Thought — Printers Need Cybersecurity Too

The printer used to be just a machine. Today, it’s a data endpoint. And endpoints need protection. Files printed in 2024 don’t just stay on paper — they move through networks, clouds and devices. That means every organisation — big or small — needs to treat printing with the same seriousness as email, databases and cloud apps.

Here’s the new mindset:

A document is only secure when it’s safely in the right hands — not the second it’s sent to print.

So before the next file lands in the wrong tray… it might be time to rethink your print policies. Because your biggest security risk could be sitting quietly in the corner — waiting to be pressed “Start”.