The Role Of Managed Print Services In Cybersecurity

In today’s digital world, cybersecurity has become an increasingly important concern for businesses of all sizes. With the rise of cyber threats such as data breaches and hacking attempts, companies are looking for effective ways to protect their sensitive information.

Managed Print Services (MPS) is a solution that has gained popularity in recent years due to its ability to improve operational efficiency, reduce costs, and enhance security. MPS involves outsourcing the management of print devices such as printers, scanners, and copiers to a third-party provider. This service allows businesses to focus on their core operations while leaving the maintenance and management of these devices to experts.

However, MPS does not just provide cost savings and productivity benefits; it can also play a crucial role in enhancing cybersecurity. In this article, we will explore how MPS can help businesses improve their security posture by mitigating risks associated with printing devices and data handling processes.

The Growing Importance Of Cybersecurity In Business Operations

Cybersecurity has become a critical aspect of business operations in recent years. With the increasing reliance on technology and the internet, businesses have become more vulnerable to cyber attacks that can compromise their sensitive information and data.

This vulnerability has led to a growing emphasis on cybersecurity as a crucial component of an organization’s risk management strategy. The impact of cyber attacks is not limited to financial losses but also extends to reputational damage, legal liabilities, and regulatory compliance issues.

Therefore, businesses must take proactive measures to secure their systems and protect their confidential data from unauthorized access. Failure to do so could result in significant consequences for the affected organization.

Given the severity of the risks involved, many businesses are turning to managed print services (MPS) as a solution for enhancing their cybersecurity posture. MPS providers offer comprehensive security solutions that include network monitoring, data encryption, and identity and access management.

By partnering with an MPS provider, businesses can benefit from a holistic approach to cybersecurity that addresses both physical and digital vulnerabilities.

Understanding Managed Print Services

Managed Print Services (MPS) is a comprehensive approach that enables organizations to optimize their printing infrastructure while reducing costs and ensuring security. MPS providers offer end-to-end services, including hardware procurement, installation, maintenance, and support.

Understanding the MPS environment is essential for companies to achieve their desired outcomes and maximize the benefits of MPS. MPS solutions provide a range of benefits for businesses looking to improve their printing capabilities. One of the primary advantages of MPS is that it helps organizations streamline their printing processes.

By implementing a centralized management system, businesses can reduce inefficiencies like paper waste and unnecessary printing. Additionally, MPS providers offer print monitoring software that allows companies to track and manage their printer usage effectively.

Another critical aspect of MPS is its role in cybersecurity. With the increasing number of cyber threats targeting businesses today, it’s vital to have an effective strategy in place to protect your organization’s sensitive data. MPS providers help companies mitigate risks by providing secure document management solutions that include advanced encryption technologies and user authentication protocols.

These security measures ensure that only authorized personnel can access sensitive documents while also protecting against unauthorized access or data breaches. Overall, understanding managed print services is crucial for businesses looking to improve their printing processes while maintaining optimal security levels.

By partnering with an experienced MPS provider, companies can benefit from streamlined printing operations, reduced costs, and increased protection against cybersecurity threats. This approach not only improves efficiency but also safeguards your business’s critical assets, making it a valuable investment for any organization seeking long-term growth and success.

Risks Associated With Printing Devices And Data Handling Processes

In the previous section, we delved into the concept of Managed Print Services (MPS) and its importance. MPS is a service that oversees and maintains printing devices and processes in an organization. It helps businesses optimize their printing infrastructure, reduce costs, improve efficiency, and enhance security.

However, despite the benefits that come with MPS adoption, there are risks associated with printing devices and data handling processes. According to research conducted by Quocirca, more than 60% of businesses have had a print-related data breach. The study also indicated that only 30% of organizations consider printers as a high-security risk area. This highlights the need for organizations to be aware of the potential risks associated with printing devices.

One potential risk is unsecured access to printers or multifunctional devices by unauthorized persons. An attacker can intercept sensitive documents in transit or access confidential information stored on the device’s hard drive. Also, outdated firmware or software on these devices can expose them to cyber threats such as malware attacks.

To mitigate these risks, businesses need to implement secure printing practices such as authentication protocols before releasing print jobs and ensuring regular firmware updates for all connected devices. They should also consider partnering with MPS providers who offer comprehensive cybersecurity services as part of their package. This way, they can ensure that their print environment is secure from potential threats while enjoying the benefits of optimized print infrastructure.

How Mps Can Enhance Security Posture

Managed Print Services (MPS) can significantly enhance an organization’s security posture by mitigating the risks associated with unsecured printing devices. Cybercriminals often exploit vulnerabilities in network-connected printers and multifunction devices to gain access to sensitive data.

MPS providers not only monitor and manage these devices but also ensure that they are patched and updated regularly, reducing the likelihood of a successful cyberattack. Moreover, MPS providers can help organizations implement print policies that restrict access to confidential information and prevent unauthorized printing.

They can also enable secure printing options such as pull printing, which requires users to authenticate themselves at the printer before their documents are printed. This reduces the risk of sensitive information being left unattended on a printer or picked up by an unauthorized person. In addition, MPS providers can integrate their services with other security solutions such as endpoint protection platforms (EPPs), network access controls (NACs), and data loss prevention (DLP) tools.

This provides organizations with a holistic approach to security that covers all aspects of their IT infrastructure, including print environments. By working closely with MPS providers, organizations can identify potential vulnerabilities in their print environments and take proactive measures to address them before cybercriminals exploit them.

Best Practices For Implementing Mps For Improved Cybersecurity

To implement managed print services (MPS) with improved cybersecurity, organizations should prioritize the following best practices.

Firstly, they need to conduct a thorough security assessment of their current printing infrastructure. This step helps identify potential vulnerabilities and risks that may lead to data breaches or unauthorized access to sensitive information. Based on the results of the assessment, organizations can develop a comprehensive security plan that addresses their specific needs and requirements.

Secondly, organizations should establish clear policies and procedures for managing print-related activities. These policies should include guidelines on user authentication, access controls, and data encryption. By enforcing these policies consistently across the organization, businesses can minimize the risk of insider threats and unauthorized access to sensitive information. Additionally, regular training sessions should be conducted to ensure employees understand these policies and are aware of the importance of maintaining secure printing practices.

Lastly, it is essential to partner with an experienced MPS provider who has a proven track record in delivering secure print solutions. The provider should have a deep understanding of the latest cybersecurity threats and industry best practices related to printing infrastructure. They should also offer ongoing support and maintenance services that ensure continued protection against evolving threats.

By implementing these best practices, organizations can significantly enhance their cybersecurity posture while reaping the benefits of optimized printing operations through managed print services.

Frequently Asked Questions

What Are The Most Common Cybersecurity Threats Faced By Businesses Today?

While businesses have increasingly relied on technology to streamline their operations, they have also become more vulnerable to cyber attacks.

Cybersecurity threats come in various forms, including malware, phishing attacks, ransomware, and denial-of-service attacks.

These threats can cause significant financial losses for businesses and compromise sensitive data of both the company and its clients.

Despite the implementation of advanced security measures, cybercriminals continue to find ways to exploit vulnerabilities in networks and systems.

As such, it is crucial for organizations to remain vigilant and proactive in protecting themselves against these common cybersecurity threats.

How Do Printing Devices Pose A Risk To Cybersecurity?

Printing devices can pose a significant risk to cybersecurity due to several reasons.

Firstly, printers store vast amounts of sensitive data, including confidential business information and employee records, which makes them an attractive target for cybercriminals looking to steal data.

Secondly, printing devices are often overlooked when it comes to security measures such as software updates and antivirus software, leaving them vulnerable to malware attacks.

Additionally, many printers are connected to the internet or a network, making them accessible from remote locations and increasing the likelihood of unauthorized access.

Finally, employees may inadvertently compromise printer security by failing to follow proper printing protocols or leaving printed documents unattended.

As such, it is crucial for organizations to implement robust security measures for their printing devices as part of their overall cybersecurity strategy.

Can Mps Solutions Detect And Prevent Cyber Attacks In Real-Time?

The use of Managed Print Services (MPS) solutions has been gaining popularity in recent years as an efficient way for organizations to manage their printing needs and cut costs. However, with the increasing threat of cyber attacks, the role of MPS in cybersecurity has become a matter of concern.

One question that arises is whether MPS solutions can detect and prevent cyber attacks in real-time. Real-time detection and prevention capabilities are crucial for organizations to ensure that their systems are protected from any threats that may arise. Therefore, it is important to evaluate whether MPS providers offer these capabilities and how effective they are in safeguarding against cyber attacks.

How Does Mps Integration With Existing Security Systems Enhance Overall Security Posture?

The integration of managed print services (MPS) with existing security systems is crucial in enhancing the overall security posture of an organization.

By consolidating various security mechanisms into a single platform, MPS can provide a comprehensive view of an organization’s security landscape. This allows for real-time monitoring and detection of any potential threats, minimizing the risk of cyberattacks.

Furthermore, MPS can automate routine security tasks such as software updates and patch management, freeing up IT resources to focus on more critical issues.

As the adage goes, ‘united we stand, divided we fall,’ and this rings true in the world of cybersecurity. The integration of MPS with existing security systems provides a united front against cyber threats that organizations cannot afford to ignore.

What Are The Key Features To Look For When Evaluating Mps Solutions For Cybersecurity?

When evaluating Managed Print Services (MPS) solutions for cybersecurity, there are several key features to consider.

First and foremost, the solution should provide secure printing capabilities that ensure confidential documents are not intercepted or compromised during printing or scanning.

Additionally, the MPS provider should offer regular firmware updates and security patches to protect against emerging threats.

The solution should also include robust access controls, such as user authentication and authorization protocols, to prevent unauthorized access to sensitive information.

Finally, the MPS provider should have a comprehensive incident response plan in place in case of a security breach.

Overall, a strong MPS solution for cybersecurity will prioritize secure printing practices, regularly update security measures, implement access controls, and have a well-defined incident response plan.


Cybersecurity threats have become more prevalent in today’s business landscape. Malware, phishing attacks, and data breaches are just some of the common cyber threats that businesses face.

Printers may pose a significant risk to cybersecurity as they often store sensitive information that can be accessed by unauthorized individuals. Managed print services (MPS) can play a crucial role in detecting and preventing cyber attacks on printing devices.

MPS solutions provide real-time monitoring and analysis of printer activity, allowing for early detection of potential security breaches. The integration of MPS with existing security systems enhances overall security posture by providing a comprehensive view of all network activity.

Key features to look for when evaluating MPS solutions include advanced threat detection capabilities, secure print release, and user authentication. According to a survey conducted by Quocirca, 61% of organizations have experienced at least one print-related data breach in the past year.

This statistic highlights the need for businesses to prioritize cybersecurity measures concerning their printing devices. By implementing MPS solutions that focus on cybersecurity, businesses can mitigate the risks posed by printers and improve their overall security posture.

Author Info

Gareth Caulfield Diginet Co-Director

Gary Caulfield

Gary Caulfield is the Managing Director at Digi-Net Business Solutions, a company specializing in providing printers, copiers, scanners, and managed print and copy control solutions. With over 20 years of experience, Gary has helped numerous SMEs, local governments, and multinational corporations reduce costs and increase efficiency. LinkedIn:

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