Securing Your Print and Scan Infrastructure: A Comprehensive Approach

In today's digital landscape, print and scan infrastructure often remains an overlooked vulnerability in corporate security strategies. This article explores key considerations for ensuring robust security and compliance in printing and output management.

When it comes to printing, there are many essential security considerations. First and foremost, print and scan solutions must meet a set of basic security requirements such as adherence to industry security standards and regulations such as GLBA, PCI, SOX, HIPAA, GDPR, and CCPA1. Some large organizations require print vendors to prove ISO 27001 certification as well. This internationally-recognized credential encompasses core principles including:

• Security and Risk Management
• Data Protection and Privacy
• Compliance and Governance
• Resiliency and Business Continuity
• Continuous Improvement

Organizations should also conduct internal security audits featuring thorough security assessments of their output management systems to ensure compliance with internal standards and regulations. Implementing a Zero-Trust Architecture (ZTA) is also part of a comprehensive security approach. ZTA principles are crucial for print and scan security and involve systems and processes that authenticate all users and devices.

A ZTA environment should also follow the principle of least privileged access, meaning entities can only access the minimum information they need to do their jobs. Of course, all data should be encrypted, whether in transit or at rest, and security staff should assume the environment will be breached so all data access attempts need to be explicitly verified before allowing them to complete.

When it comes to mitigating common printing threats, there are a few “usual suspects.” Key vulnerabilities include Remote Code Execution (RCE) in print systems as well as DDoS attacks on print infrastructure. Unsecured printers are often used as network entry points, so these need to be identified and blocked. Malware is frequently introduced into a network via print jobs; this is one more reason to invoke the ZTA and least-privileged access and other rules described above. Perhaps most famous are Windows Print Spooler vulnerabilities such as the PrintNightmare exploit from a few years ago. While that specific threat has been dealt with, other Windows Print Server issues continue to plague network environments, which is one reason why Microsoft is moving toward the Windows Protected Print approach.

Addressing these and other output threats is a first step toward establishing a more secure print and scan environment.

Best Practices for Secure Printing

With all of the threats in the world of print and scanning, some administrators are confused about where to start. Here are some best practices to consider when hardening your output environment:

1. Establish access controls: Implement user authentication for all print and scan activities.
2. Utilize encryption: Ensure data encryption for all print jobs in transit and at rest.
3. Create audit trails: Maintain comprehensive logs of all print and scan activities.
4. Do regular updates: Keep printer firmware and software up-to-date to patch vulnerabilities.
5. Conduct regular employee training: Educate staff on proper handling of printed documents and security protocols.
6. Establish physical security: Locate printers and multifunction devices in protected areas.
7. Use network segmentation: Implement microsegmentation to isolate print infrastructure.
8. Utilize cloud-based solutions: Consider secure cloud printing to enhance protection and flexibility.

Finding the Right Print Security Solution

There are some common-sense steps to take when assessing output management solutions. Firstly, you should verify vendor claims through thorough testing and auditing rather than relying solely on what is published on the internet. Check for certifications like ISO 27001 and compliance with relevant regulations.

Evaluate the solution's ability to integrate with your existing identity and access management systems and consider solutions that replace vulnerable components like Windows Print Spooler with more secure alternatives. You also need to assess the solution's capability to handle large-scale deployments and high-volume printing securely.

By focusing on these key areas, organizations can significantly enhance their print and scan security, ensuring protection against common threats while maintaining compliance with industry standards and regulations.

How can LRS help?

Many of the steps above are actions you should take or corporate initiatives that can safeguard your environment. However, there are some infrastructural elements you can deploy to will help secure your printing and scanning processes. For example, LRS offers a comprehensive set of solutions that provide:

• Secure Pull Printing and Scanning: Our MFPsecure/Print and MFPsecure/Scan software enables secure document release with user authentication, preventing sensitive documents from being left unattended in output trays. Scan workflows require user authentication. Address books are never stored locally, minimizing the potential for unauthorized access. All communications and data are encrypted to protect sensitive information.
• Multi-Vendor Support: LRS offers secure pull printing solutions compatible with most printer hardware vendors, ensuring secure print management across diverse device fleets.
• Multiple Authentication Options: LRS software supports various authentication methods, including LDAP, Active Directory, OpenID Connect, and Azure AD, with optional multi-factor authentication.
• End-to-End Document Control: LRS provides secure and compliant control of care-related documents, aiding in HIPAA compliance efforts and downtime reporting.
• Zero Trust Architecture: LRS solutions support Zero Trust models, relying solely on public internet connectivity for enhanced security and can be enabled for a non-fabric (aka un-fabric) network configuration.
• Encryption: LRS software uses encryption to protect print and scan data in transit and at rest, safeguarding sensitive information throughout the printing and scanning process.
• Centralized Management: LRS solutions offer a single point of control for capturing, delivering, managing, and archiving enterprise output from any application to any device or destination.

By implementing these features, LRS helps organizations protect their printing and scanning infrastructure, comply with data protection regulations, and minimize the risk of security breaches in their document workflows.

To explore these and many more capabilities offered by LRS, please reach out to the LRS team in your local territory or Contact Us on the web.