As small and medium-sized businesses (SMBs) navigate the increasingly complex digital landscape, they often focus on traditional cybersecurity measures such as firewalls and phishing defense. However, a significant threat lurks in an unexpected place: the office printer. A recent research report from HP, titled The Workflow Wakeup, reveals critical insights into how SMB leaders are re-evaluating document workflows and the importance of print security in their overall cybersecurity strategy.
The report highlights a shocking statistic: 57% of IT decision-makers consider print security a low priority, and almost half remain uncertain about whether their print practices comply with industry standards. While many businesses treat printers merely as output devices, it’s crucial to recognize that these machines are connected endpoints within the network, capable of being exploited if not secured properly.
The findings of HP’s report mirror data from Quocirca’s Print Security Landscape 2025, which shows that six in 10 SMBs experienced at least one data loss related to printing in the past year. This reality pushes home the message that printers need to be treated with the same diligence as laptops and servers. With 66% of knowledge workers assuming their printers are secure simply because they are on an office network, the lack of vigilance introduces unnecessary risks that could impact business continuity and data integrity.
The shift to hybrid work environments has only exacerbated these vulnerabilities. According to the report, 57% of SMBs identify documents printed from employee-owned devices at home as a major contributing factor to data loss. This trend is particularly concerning for businesses that embrace bring-your-own-device (BYOD) policies, which may create blind spots in data governance. As many as 55% of IT leaders report that employees often bypass established print guidelines, adding further complexity to the security landscape.
Analyzing the concerns voiced by IT leaders in the SMB sector highlights the need for heightened awareness surrounding print security. Issues related to confidential documents left unattended, cloud vulnerabilities linked to scanned files, and unauthorized access to print queues can lead to disastrous consequences. Notably, 65% of IT leaders indicate that relying on outdated systems exacerbates security risks, with many businesses stuck using legacy printers that haven’t received firmware updates in years.
For many SMBs, print security takes a backseat to broader operational changes. While 69% of IT leaders agree that improvements in print security are essential, they frequently prioritize initiatives like cloud migration over upgrading printing systems. This lack of attention can result in teams working reactively—addressing problems rather than proactively enhancing cybersecurity measures.
To combat these challenges, HP’s research emphasizes that securing print environments does not necessitate an extensive overhaul. SMBs can begin their journey by taking fundamental steps:
- Inventory your devices – Understand which printers are connected and the firmware versions in use.
- Change default credentials – Replace factory settings with unique logins for added security.
- Segment and govern access – Create clear policies for remote workers concerning personal and business printing.
- Prioritize firmware updates – Regularly patch printers like other crucial IT assets.
Moreover, many organizations are turning toward intelligent, connected print solutions, which can serve as long-term strategies to enhance security. Notably, 87% of SMB leaders affirm that smart printing has improved their organization’s security posture.
These systems assist in automating security policies, ensuring proper device configuration, and providing robust monitoring capabilities. They deliver insights into printing and scanning activities, empowering IT teams to address risks proactively.
In today’s volatile digital environment, SMBs cannot afford to overlook print security any longer. A breach can cost nearly $10 million—impacting growth and threatening business viability. Furthermore, security lapses can severely damage customer trust and disrupt vital workflows.
Rethinking printers as integral components of a wider security strategy is essential. When secured properly, document workflows can transform from potential vulnerabilities into sources of resilience. By minimizing friction and enhancing security measures, SMBs can foster a more collaborative and secure work environment, allowing teams to focus on what matters most.
For a deeper understanding of how intelligent print solutions can bolster security and facilitate smoother workflows, read the full report, The Workflow Wakeup, at HP’s official site: HP.
