Your printer is probably leaking confidential data right now, and you have no idea. When you outsource print management to a vendor, that blind spot becomes their responsibility—but only if you know what to demand upfront.
Why Print Security Matters More Than Most Realize
Printers sit in office corners like trusted furniture, yet they hold copies of every document that's ever rolled through them. A managed print services (MPS) provider gains access to your entire fleet: multifunction devices, networked scanners, copiers, and sometimes fax systems. That access surface is exactly where attackers probe. Unlike your laptop or phone, a printer breach is rarely monitored, often goes unnoticed for months, and can expose tax returns, contracts, health records, and customer data simultaneously.
What a Reputable MPS Provider Protects
Device-level security starts with firmware updates. A solid MPS vendor pushes patches automatically to all machines under management—typically within 30 days of release, sometimes faster for critical vulnerabilities. You should verify this cadence in their service agreement. Look for providers who use endpoint detection and monitoring (EDM) on print devices themselves, not just traditional IT infrastructure.
Data-in-transit encryption prevents interception when documents move between your office device and cloud storage or mobile print apps. Expect HTTPS 1.2 or higher for mobile printing solutions, and TLS 1.2 minimum for network protocols. Ask vendors specifically about AES-256 encryption for stored data on hard drives inside machines.
Access controls matter enormously. Modern MPS platforms should enforce:
- User authentication (badge readers, PIN codes, or Active Directory integration)
- Role-based permissions (limiting who can print color, for example, or access the scan-to-email feature)
- Audit trails showing which user printed what, when, and to which device
- Automatic log-out timers on copier touch screens
These aren't luxuries—they're baseline expectations for any organization handling sensitive information.
Hard Drive Security: The Often-Missed Vulnerability
Multifunction devices store temporary files on internal hard drives. If your company switches vendors and a printer gets refurbished and resold, that data could follow it. Trustworthy MPS providers offer secure hard drive erasure or hard drive removal and destruction at contract end.
Ask for documentation: Did they use NIST 800-88 protocols? Did they provide a certificate of destruction? Some vendors charge $150–$400 per device for certified erasure; others bundle it into the contract. This should be a non-negotiable line item in your agreement, not a surprise cost later.
Compliance Requirements You Might Face
If you operate in healthcare, financial services, legal, or any regulated industry, your MPS partner must meet specific standards. HIPAA-covered organizations need Business Associate Agreements (BAAs). Schools need FERPA compliance. Financial firms require SOC 2 Type II certification. Mercoly helps you find and compare providers who explicitly support your industry's compliance needs in one place, rather than hunting through dozens of vendor websites.
Request their compliance documentation before signing. A provider claiming SOC 2 Type II certification should have an audit report dated within the last year, not a vague promise.
What to Verify in Your MPS Contract
When comparing vendors, confirm:
- Update frequency and timeline for firmware patches
- Encryption standards for data in motion and at rest
- Hard drive handling policy at contract end
- Audit log retention (how many months of user activity records are kept)
- Incident response procedure (what happens if a breach is detected, and how fast they notify you)
- Security certifications (ISO 27001, SOC 2, etc.)
- Physical device security measures (tamper alerts, secure boot)
Most providers offer tiered security levels. A basic contract might include firmware updates and access controls. A premium tier ($50–$150 extra per device annually) adds encryption, hard drive erasure, and 24/7 monitoring. Don't assume everything is included.
Frequently Asked Questions
Q: Can my MPS provider see the documents I print? Yes—technically they can, which is why encryption and access controls are critical. Reputable providers use encryption protocols that prevent them from reading the actual content, and they maintain audit trails to prove who accessed what. Always confirm their encryption capabilities in writing.
Q: What happens to my data if I switch MPS vendors? Your old provider should securely erase all hard drives or physically remove and destroy them per your contract. If this clause is missing, add it before signing. Request a certificate of destruction once the work is complete.
Q: Do I need SOC 2 compliance if I'm a small business? It depends on your customers and contracts. If you handle regulated data (healthcare, financial, educational), yes. If you're a small business with low-risk operations, basic encryption and access controls usually suffice—but document this decision with your MPS provider anyway.
Find an MPS provider that treats security as standard, not as a premium add-on.