Print Security in the AI Era: Protecting Your Network, Data, and Hybrid Workforce

If you’re still treating your office printer like a harmless, slightly dramatic box of buttons, it’s time for a 2025 reality check. Today’s print devices are fully fledged network endpoints, complete with storage, credentials, firmware, and access to the same sensitive data your laptops and servers handle daily.

In other words: they’re part of your security strategy—whether you planned for that or not.

In the AI-driven, cloud-connected workplace, print security has become a critical (and often overlooked) pillar of cybersecurity. Unpatched firmware, unsecured print workflows, and outdated devices can quietly introduce vulnerabilities into even well-managed IT environments.

While printers may not lure the same headlines as phishing or ransomware, attackers absolutely know how to use them as footholds.

At Kelley Create, we help organizations rethink print—not as a benign nuisance, but as a strategic opportunity to strengthen Zero Trust, modernize workflows, and secure every endpoint in your hybrid ecosystem. Because when your printers are locked down and intelligently managed, your business runs smoother, safer, and with fewer “printers on strike again” moments.

The Hidden Security Threat Inside Your Printer Fleet

Printers were once simple. Now they’re sophisticated computers disguised as paper-spitting machines. The problem? Many organizations still treat them as low-priority, underprotected devices.

Firmware Vulnerabilities: The Silent Backdoor

Outdated firmware isn’t just an inconvenience—it’s a serious security risk. For example, researchers recently discovered a flaw that allowed hundreds of Brother printer models to generate default admin passwords from their serial numbers. This vulnerability can’t be fully fixed with firmware alone, as reported by Tom’s Hardware.

These types of weaknesses allow attackers to access a printer’s web console, pull cached print jobs, or even pivot deeper into the network.

Printers and Zero Trust: The New Baseline

Zero Trust isn’t just a buzzword—it’s a foundational security model. According to the NIST Zero Trust Architecture (SP 800-207), organizations should treat every device—including printers—as untrusted until verified.

Applied to print environments, this means:

• Secure Print Release with SSO or MFA
• Encryption of print jobs in transit and at rest
• Role-based access controls
• Automatic data wiping after each job

With these guardrails in place, printers shift from “weak link” to “trusted, verified endpoint.”

Cost Optimization Through Intelligent Print Security

Print security isn’t just about preventing attackers from sneaking in—it’s also a surprisingly effective lever for cost control.

AI-Enhanced Print Monitoring

Modern MPS platforms use AI-driven analytics to uncover print behaviors humans rarely spot:

• Color overuse in departments that shouldn’t need it
• Underutilized or redundant devices
• Automatic single-sided printing, where double-sided would suffice
• Usage patterns that reveal opportunities to consolidate devices

With tighter security comes smarter spending, less waste, and more efficient device allocation.

Cloud Print Reduces Attack Surface

Legacy print servers are convenient targets for attackers. Cloud-native solutions like Microsoft Universal Print reduce risk by eliminating these servers. Universal Print integrates with Microsoft Entra ID and supports Zero Trust principles through secure, identity-based printing.

With cloud print in place, organizations gain:

• Centralized management
• Driverless printing
• Encrypted print flows
• Comprehensive audit trails

All while reducing the on-prem attack surface.

AI-Driven Automation: The New Print Security Powerhouse

Today’s print devices generate a wealth of telemetry, and with the right tools, that data becomes a powerful shield.

Predictive Maintenance Prevents Downtime & Risk

Machine learning can anticipate component failures such as fusers or imaging units, allowing for proactive maintenance. This prevents device outages and eliminates risky workarounds—like users emailing files to personal accounts when printers stall.

Smart Supply Automation Protects Your Network

Automated toner and part replenishment keep devices consistent, secure, and fully supported. It also prevents users from introducing unverified supplies or tampering with configurations out of frustration.

Print Security as a Digital Transformation Strategy

Print security is no longer just a box to check—it’s central to your broader IT strategy.

Secure Document Handling & Governance

Printers frequently process sensitive material, from HR files to financial reports. Modern print management ensures:

• Encrypted workflows
• Document handling logs
• Print job authentication
• Compliance-ready audit trails

This reduces the risk of sensitive data sitting on trays—or worse, in memory caches.

Reducing Paper Reliance Safely

Security analytics highlight opportunities to digitize workflows and limit unnecessary printing, making it easier to transition toward secure, efficient digital processes.

Hybrid Work Enablement

Secure cloud printing lets hybrid teams print safely from anywhere, without VPN requirements or exposure-prone print servers.

The Kelley Create Advantage

Printers today act as full-fledged network endpoints, and securing them is non-negotiable. With Kelley Create, you get:

Zero Trust–aligned print security solutions
AI-driven analytics for usage, behavior, and maintenance
Cloud-native print architecture
Visibility across your entire print ecosystem