The Importance of Information Security Audits Covering Enterprise Printing Activity

Exploring the potential risks relating to a lack of Information Security Audits specifically focusing on Enterprise Printing activities.

Why Print Security Audits Are a Critical Blind Spot in Enterprise IT Risk Management

Many organisations still treat print infrastructure as an afterthought in their broader cybersecurity strategy. Yet from HR records to patient data and financial reports, what leaves the printer tray is often just as sensitive as what's stored in a cloud server.

Without visibility into enterprise printing activity, organisations face heightened risks of data breaches, regulatory non-compliance, and insider threats. That's why information security audits must go beyond digital systems - and include the people, processes, and technologies involved in enterprise printing.

Why Print Security Audits Are a Critical Blind Spot in Enterprise IT Risk Management

What Is an Information Security Audit (and Why It Must Include Print)

An Information Security Audit is a structured assessment of an organisation's policies, controls, and practices for protecting data. These audits typically focus on network security, access controls, endpoint protections, and cloud infrastructure.

But if enterprise printing isn't included in the audit scope, you're likely missing:

• Physical document exposure risks
• Access vulnerabilities on print servers and MFP
• Gaps in user authentication or print tracking
• Weaknesses in disposal, labelling, and change control

Including print in your audit provides a more complete understanding of how data moves through your organisation - and where it’s most vulnerable.

Common Challenges in Securing Enterprise Printing

Securing enterprise print activity presents unique obstacles:

Decentralised Infrastructure: Printers are often scattered across sites and departments.

• Default Configurations: Many MFPs ship with default admin credentials.
• Lack of Visibility: Most organisations can’t say who printed what, when, or why.
• Unencrypted Print Traffic: Print jobs often travel across the network in plain text.
• Inconsistent Access Control: No authentication at the device or for scanning/faxing.
• Insecure Disposal: Printed PHI or PII left unshredded in bins or left on trays.

Addressing these requires print-specific monitoring, logging, and control mechanisms — not just general IT security.

Benefits of Auditing Enterprise Print Activity

• Identify Vulnerabilities: Spot gaps in authentication, access rights, or configuration.
• Strengthen Compliance: Align with standards like GDPR, ISO 27001, HIPAA, and NIST SP 800-171.
• Promote Accountability: Ensure user-level tracking of print actions.
• Support Change Control: Document updates to print drivers, queues, and firmware.
• Reduce Insider Threats: Deter misuse through increased transparency and reporting.

Regular auditing also educates teams on security-conscious behaviour and prevents security through obscurity from becoming the norm.

Real Risks When Print Security Is Overlooked

Print-related vulnerabilities can include:

• Untracked high-security document printing
• Unencrypted print jobs traversing the network
• Anonymous scanning or copying without logging
• Default password vulnerabilities on MFPs
• Admins making changes without audit trails
• Unclassified documents being widely accessible
• GDPR and HIPAA violations via printed PHI or PII

In 2023, one US healthcare provider paid over $1 million after staff printed patient files and left them in a communal area — a breach that could have been avoided with basic print activity monitoring (Source: HHS).

According to Quocirca's 2023 Print Security Landscape report, 61% of organisations had experienced data loss due to insecure printing in the previous 12 months, yet fewer than half include print infrastructure in regular security audits.

Best Practices for Secure Print Auditing

• Use secure pull printing to require user authentication at devices
• Encrypt all print traffic in transit and at rest
• Implement role-based access for print services and configuration
• Maintain a full audit trail of print, scan, and copy events
• Apply data classification to print workflows
• Include printing in your regular penetration testing and change control reviews

For compliance, refer to:

• NIST SP 800-171
• GDPR Security Guidance

Final Thoughts: If You Don't Audit It, You Can't Secure It

Printers are no longer “dumb devices.” They’re intelligent, connected endpoints — often with storage, cloud sync, and admin portals of their own. If they aren’t part of your security audit scope, you're missing a major part of the attack surface.

Contact Ringdale to explore how our secure printing solutions and audit tools can help you assess and reduce your organisation’s print-related risk.