Securing Printers and Photocopiers: The Hidden Data Leak Vectors in Office Asset Disposal

When companies retire computers, cybersecurity teams usually think about hard drives and SSDs. Printers and photocopiers, however, are often overlooked during office asset disposal.

Modern multifunction printers (MFPs) are no longer simple machines that only print paper. Many can scan documents, store files, connect to corporate networks, authenticate users and communicate with cloud services.

Depending on the model and configuration, a retired printer or photocopier may contain information that should not leave the organisation without appropriate security controls.

This makes printer and photocopier decommissioning an important part of corporate IT asset disposition and e-waste management.

Why Printers Can Contain Sensitive Information

Modern office printers can perform several functions beyond printing.

A multifunction device may:

• Scan documents
• Copy documents
• Store scanned files
• Queue print jobs
• Save address books
• Store user credentials
• Connect to email systems
• Connect to cloud platforms
• Store network configurations
• Maintain usage logs

Some devices have internal storage, while others may use removable or replaceable storage components.

The exact capabilities vary by manufacturer and model.

Therefore, companies should not assume that a printer contains no data simply because it does not look like a computer.

What Information Could Be Stored?

Depending on the device, internal storage could potentially contain:

• Scanned documents
• Print-job data
• User information
• Address-book entries
• Network configurations
• Email settings
• Authentication information
• Wireless credentials
• Device certificates
• Usage logs

In an organisation handling confidential information, this could create a significant security concern.

For example, a photocopier used by a finance department might process invoices, employee documents and financial reports.

A printer located in an HR department might handle employee records.

A device in a legal office could process confidential client documents.

Deleting Files Is Not Always Enough

Just as with computers, simply deleting visible files does not necessarily guarantee that information stored on internal media has been securely removed.

The appropriate process depends on:

• Printer model
• Internal storage technology
• Manufacturer
• Security configuration
• Data sensitivity
• Intended final disposition

Some devices provide built-in secure erase functions.

Others may require specific manufacturer procedures.

If the device contains removable storage, that storage may need to be handled separately.

Start With a Printer Inventory

Before a company disposes of office printers and photocopiers, it should create an inventory.

Useful information includes:

• Asset ID
• Manufacturer
• Model
• Serial number
• Location
• Department
• Network connection
• Storage capability
• Condition
• Ownership
• Final disposition

For example:

This immediately shows which devices require additional security attention.

Identify Storage Before Disposal

Not every printer has the same storage capabilities.

Depending on the model, a device may have:

• Internal hard drive
• SSD
• Flash storage
• Non-volatile memory
• Removable storage
• No significant user-data storage

The IT team should check the manufacturer's technical documentation or device configuration before deciding how to sanitise it.

A generic "factory reset everything" policy may not be sufficient for every device.

Network Credentials Are Also Important

Printers are often connected directly to corporate networks.

They may store:

• IP addresses
• DNS settings
• Wi-Fi credentials
• SMTP server information
• LDAP configuration
• User authentication settings
• Management credentials
• Certificates

Even if no documents are stored, leaving these configurations on a retired device can reveal information about the company's infrastructure.

Before disposal or resale, the device should be removed from the corporate network and its configuration should be reset according to the organisation's security procedure.

Email Configuration Can Be Sensitive

Many multifunction printers can scan documents directly to email.

To support this function, the printer may have information about:

• SMTP servers
• Email addresses
• Authentication
• Internal domains
• Address books

These settings should be removed before the device leaves corporate control.

The IT team should also remove the device from any associated email or identity-management systems.

Cloud-Connected Printers Need Attention

Modern printers can connect to cloud-based management platforms.

A company may use cloud services to:

• Monitor printer health
• Manage devices
• Track usage
• Deploy configurations
• Manage print queues

When a printer is retired, it should be removed from the relevant management platform.

Otherwise, the organisation may continue to have an orphaned device associated with its account.

Don't Forget Print and Scan Queues

A printer can temporarily hold jobs waiting to be printed.

During decommissioning, the IT team should confirm that:

• Pending print jobs are cleared
• Scan jobs are completed
• Stored documents are removed
• User accounts are disconnected
• Remote management is disabled

The exact procedure depends on the device.

Secure Before the Recycler Arrives

One of the biggest process mistakes is waiting until the equipment reaches the recycler to think about data security.

The better workflow is:

Identify → Decommission → Secure → Release → Reuse/Recycling

The recycling partner should receive equipment that has already been processed according to the company's security policy.

This prevents an external party from becoming responsible for deciding whether a device still contains corporate information.

Leasing Creates Another Consideration

Many companies lease printers and photocopiers rather than purchasing them.

Before disposal, the organisation should check:

• Ownership
• Lease agreement
• Vendor return requirements
• Data-security obligations
• Required reset procedure
• Storage-device handling

The device may need to be returned directly to the leasing company rather than sent to an independent recycler.

Vendor Take-Back Programmes

Some printer manufacturers and service providers offer equipment take-back programmes.

These can be useful when retiring large numbers of devices.

However, the company should still perform its own security checks before handing the equipment over.

Vendor take-back does not automatically mean that corporate data can be left on the device.

What About Printers Without Storage?

Even when a printer has no significant internal storage, it should still be decommissioned properly.

The company may need to:

• Remove it from the network
• Delete cloud associations
• Remove management credentials
• Remove address-book information
• Reset configuration
• Cancel service connections

This creates a clean transition when the device leaves the organisation.

Data Destruction Should Be Documented

For devices containing storage media, companies should maintain records showing what happened.

Useful fields include:

For physical storage destruction, the organisation can maintain appropriate destruction records.

Chain of Custody Matters

The ideal process is:

Department → IT → Secure Decommissioning → Asset Staging → Collection → Final Disposition

This makes it easier to answer questions such as:

• Which printer was retired?
• Who approved the retirement?
• Was its storage checked?
• Was it sanitised?
• Where did it go?
• Was it reused or recycled?

This becomes particularly important for organisations handling sensitive information.

Printer Recycling Is Still Important

After data security is completed, genuinely obsolete printers and photocopiers should enter an appropriate recycling route.

These devices contain:

• Steel
• Aluminium
• Plastics
• Circuit boards
• Motors
• Cables
• Electronic components

Some multifunction devices can also contain batteries or other components requiring appropriate handling.

They should not simply be thrown into general office waste.

Reuse Before Recycling

A working printer may still have value.

It could potentially be:

• Moved to another department
• Transferred to another branch
• Refurbished
• Returned to a vendor
• Sold
• Donated through an approved programme

If a printer is reused, data security remains important.

The new user should not inherit old address books, credentials or stored documents.

Include Printers in Office Relocation Projects

Office relocations are a common time for companies to dispose of old equipment.

During a move, the focus is often on:

• Computers
• Furniture
• Servers

Printers and photocopiers can be overlooked.

A relocation checklist should therefore include:

Computers → Printers → Photocopiers → Network Equipment → Storage Devices → AV Equipment

This prevents devices from being left behind or handed over without proper security checks.

Include Printers in E-Waste Audits

Corporate e-waste inventories should not focus only on laptops and desktops.

A complete audit should consider:

• Printers
• Photocopiers
• Scanners
• Plotters
• Label printers
• Fax machines
• Multifunction devices

This creates a more accurate picture of the company's electronic asset lifecycle.

Common Mistakes to Avoid

Assuming printers contain no data

Modern multifunction devices can have substantial storage and connectivity.

Sending equipment directly to a recycler

Data-security checks should happen first.

Forgetting network credentials

Configuration information can reveal corporate infrastructure.

Ignoring leased equipment

Ownership and return requirements should be checked.

Treating all printers identically

Storage capabilities vary between models.

Failing to document sanitisation

A completed security action should be traceable to the specific asset.

A Practical Printer Decommissioning Workflow

Companies can use the following process:

1. Inventory

Identify all printers and photocopiers scheduled for retirement.

2. Check ownership

Determine whether each device is owned, leased or vendor-managed.

3. Identify storage

Determine whether the device contains internal or removable storage.

4. Complete required data retention

Confirm that no information still needs to be preserved.

5. Remove network access

Disconnect the device from corporate systems.

6. Sanitise

Use the appropriate manufacturer-supported security procedure.

7. Reset configuration

Remove credentials, address books and network settings.

8. Verify

Confirm that the device is ready to leave corporate control.

9. Reuse, return or recycle

Select the appropriate final route.

10. Document

Update the asset register and retain supporting records.

Conclusion

Printers and photocopiers are easy to overlook during corporate asset disposal because they are usually treated as office equipment rather than IT infrastructure.

But modern multifunction devices can store documents, retain configuration information and connect directly to corporate networks.

That makes them potential data leak vectors when they are retired without proper decommissioning.

The safest approach is to include printers and photocopiers in the company's IT asset-disposition and e-waste procedures. Identify storage capabilities, preserve information that still needs to be retained, remove network and cloud associations, securely sanitise applicable storage and document the process before equipment leaves corporate control.

After security requirements are completed, working equipment can be reused or returned, while genuinely obsolete devices can be sent through an appropriate e-waste recycling channel.

The essential workflow is:

Inventory → Identify Storage → Retain Required Data → Disconnect → Sanitise → Verify → Reuse/Return/Recycle → Document

For companies, this small addition to the asset-disposal process can prevent an easily overlooked office machine from becoming an unexpected source of sensitive information leakage.