Small Business ᛫ Kelly Kearsley ᛫ Epson ᛫ June 13, 2018

When it comes to cybersecurity, you’ve likely locked down your internal networks, maintained a strict software updating program, warned employees about phishing scams and reviewed protocol for mobile devices. But unless you’ve secured your network printers, you may still be vulnerable to security breaches or attacks.

In an IoT era, unified technology and connected devices provide SMBs with a lot of opportunities. But they can also pose real threats to your SMB’s cybersecurity and printers are no exception. A 2016 IDC survey revealed that unsecured printers and multi-function devices caused 35% of all office security breaches. Those network security breaches cost companies an estimated $133,800 each year, the IDC reports.

Today’s printers are no longer simple paper pushing machines; they’re powerful computers in their own right. As such, they can provide hackers with access to the sensitive information that’s being transmitted and to your organization’s broader networks. Fortunately, there are steps your small business can take to secure your printer network. Here are nine tips to ensure your printers don’t provide an easy entry point for bad actors.

1. Create a printer security point person. You can probably point out who in your organization is in charge of deploying software patches or issuing key cards to new employees. But printers can easily fall into a no-man’s land of responsibility. Maybe each team runs their own network or someone set the printer up and then never thought about it again. Assign someone to be responsible for your printer network security. If that’s too much, then consider a managed printing service and designate a point person in your organization to work with them.

2. Make sure your printers are physically secure. Your printer may be printing sensitive information that could be problematic if it got into the wrong hands. Keep your printer in a secure place such as a locked closet if possible. Also situate the printer near an admin or someone who can monitor the printing activity and ensure that printouts are not left behind. In addition, some printers require users to enter a code on the machine before it will complete the job. Enable those features so that printing only happens when a person is right at the machine.

3. Stay up on the basics. Much like other software and devices, make sure you update your printers’ firmware on a regular basis. Doing so will reduce your vulnerabilities and ensure your printer network benefits from latest patches and security improvements. Set up new admin passwords instead of relying on the default password or worse, having no password at all. Also be sure to update any non-native printer software that may have been installed.

4. Disable any unused services. Your printers provide numerous functions and additional services. Turn off any services that you’re not using so they don’t serve as vectors for hackers. For instance, your printers may offer an FTP function, an old-school way of transferring files that you probably don’t need. When you do update your printers’ firmware, default services may be reactivated. Check afterwards and then disable them again if necessary.

5. Disconnect from the public internet. This is one of the most significant steps you can take toward protecting your printer network. There’s no reason for anyone outside your organization’s network to need your printer and preventing that access keeps hackers out of your business. Create a firewall rule that blocks inbound and outbound communication between the printer and the public internet. You can also configure your network traffic at the router to do the same.

6. Secure your Wi-Fi as well. This falls into the same vein as disconnecting from the public internet. Unsecured Wi-Fi provides another easy way for people outside your SMB to access your printers, your network and then your data. Securing your Wi-Fi, however, can be as simple as making some choices from a dropdown menu. Look for an option labelled WPA2, which allows you to protect your Wi-Fi network with passwords. It also encrypts local network traffic, adding another level of protection for information being handled by your printers.

7. Authenticate printer users. The best way to monitor and control who has access to your printers is with an Identity Access Management (IAM) program. These typically facilitate creating passwords for IT-related tasks. SMBs using Microsoft Office can then tap Microsoft Active Directory to help manage these passwords and regulate printer activity. For example, you can set up roles-based controls so that only people from certain teams can use certain printers. That way your HR employees can print their documents at the HR printer—and nowhere else.

8. Watch for suspicious activity. Even with all the above safeguards, you still want to monitor your printer network for unusual activity. Newer printers may offer auditing, tracking and logging features. These can provide data on usage, costs and the ability to trace when a breach may have happened and where it came from. If the printer itself doesn’t offer these capabilities, explore software add-ons that make print auditing and tracking possible.

9. Consider upgrading your printers. Many new printers are now coming with built-in security features to make it easier to secure your network and protect your SMB from a cyberattack. For instance, new printers may come with an Approved Senders feature, which allows you to denote whether someone can send something from their email to print, or provide a feature that automatically deletes old print jobs.

Connected devices, including printers, make your SMB more efficient and more competitive. Secure your printer network and you’ll ensure that these endpoints remain a business advantage—instead of becoming a business risk.

To learn more considerations and tactics for improving the security of your network, check out the Epson whitepaper on securing printers.

for a Safer Business Printer Network – 4 Keys for Securing Your Printer

The IoT era presents organizations with an abundance of opportunities to evolve their business. However, connected devices, including printers, open the door for a costly security breach or attack. To avoid vulnerabilities, your IT department should actively mitigate security risks at the network, data, user, and device level. With the right precautionary measures in place, companies can safeguard their business network—which means more time to spend on digital transformation and innovation. Download the infographic below to learn more.

Interested in a deeper dive? Download the full whitepaper, The Small- and Medium-Sized Business Guide to Securing Printers. Plus, learn more tips for securing printer networks in small businesses. 

Every business needs a good printing solution, even in today’s digital age.
You’ll want a reliable machine that offers printing and copying capabilities.
When you’re preparing your RFP, it’s important to consider the features
that are most important to your business. Use the points in this checklist to
help create an RFP that helps you find the right printing solution for your
business.

Cost
The cost of a printing solution can vary depending on how you
choose to acquire it. To evaluate pricing structures you’ll need
to understand your options.
Decide if you are going to purchase or lease a printer

. Purchasing can be less expensive in the long-run, and
the printer will be considered a company asset

. Leasing offers low upfront costs as well as the ability to
upgrade to the latest technology

Explore the components of the pricing structures available. If
you are purchasing the equipment, ask for the price, warranty,
terms and service agreement. If you’re going to lease, you’ll
want to know the monthly cost, terms and service agreement

Consumables

In addition, consider the price of consumables. The new
generation of Inkjet printers use high-capacity inks while laser
printers operate with toner cartridges, drumheads and fusers
that may require replacement.

. Compare the cost per page, including black as well as color

. Check the average page yield per cartridge

. For a laser printer, check the average page count of the
drumhead and fuser

If you’re an educational institution, the cost of color cartridges
will likely be an important factor in your choice. Color printing
can be effective for engaging students in the classroom.

Maintenance & Reliability
Another important factor when choosing a printing service is
maintenance and reliability, both of which can impact your
workflow and productivity.

. Find out the number of replaceable parts on a printer
. A more sophisticated unit could require more
maintenance, which can have a related cost as well as the
potential of downtime when the unit needs repairs
. A printer that is less complex could have fewer potential
break points and serviceable parts
. Look for a printer that was designed for business
applications instead of home use; it was built to
withstand a higher output, which can make it more
reliable for your use

If you operate an onsite Architecture, Engineering and
Construction Management business, look for a
low-maintenance printer that’s reliable and durable.

Speed
Get a read on the current volume of printing you need to do
on a weekly or daily basis. You may find out that you need to
choose a printer with a faster speed.

. Compare print speed of the units, which is measured in
pages per minute (PPM)
. Will the unit will be shared across departments? This could
impact the speed needed to keep up with demand
. Explore new technology; some of today’s inkjet printers can
provide high-speed output up to 100 PPM

If you’re a House of Worship, you may use a centralized copy
machine and print using a lot of color. Speed could be an
important factor for you, especially if you tend to do your
printing on one or two days a week. Consider PPM as well as
cost of color.

Flexibility

Depending on your industry, you may need a printer to offer
flexibility in its output as well as use.

. Account for the type of output you will need, such as access
to a wider range of paper types and sizes
. Understand the flexibility needs of your company, such as
portability or durability
. What type of power usage is required? Some complex units
require a 220 volt outlet, which might require you to hire an
electrician to install special wiring and outlets

Environmental Impact
Finally, consider the the environmental impact of your printing
service. More companies paying attention to their
environmental footprint. The right printer can help you with
your goals.
. Check a printer’s power consumption, which is determined.
by its technology; the lower the consumption, the lower the
impact on your energy bills
. Consider waste; look for printers that require fewer
consumables or replacement parts
. Ask about particle emissions; laser devices, for example, can
emit ultra-fine toner dust

By using this checklist, you can better understand your needs
and find the right printing service for your business. The right
provider can become a partner in your success.

EPSON is a registered trademark and EPSON Exceed Your Vision is a registered logomark of
Seiko Epson Corporation. All other product and brand names are trademarks and/or
registered trademarks of their respective companies. Epson disclaims any and all rights in
these marks. Copyright 2019 Epson America, Inc.

Consumers are increasingly looking to do business with sustainable brands. One study from Unilever found that 33 percent of consumers choose businesses that are socially and environmentally sustainable, and Sustainable Brands reports that 86 percent of the market expect companies to have an environmental conscious. As a result, when you’re looking for unique growth strategies, improving your operations through environmentally friendly business decisions and technology can reduce your environmental footprint while giving a boost to your bottom line. Here’s a closer look at five strategies organizations are using to reduce waste, save energy and connect with consumers seeking eco-conscious brands.

1. Using smart technologies in the office

Have you ever been engaged in a battle over the thermostat with your office mate, or been frustrated to find that the lights were left on in conference rooms over the weekend? Smart technologies are giving companies an edge. Automated thermostats can keep temperatures at a steady burn while businesses are occupied, and then drop the temperature when no one is in the office. Sensors can be used to detect motion and turn lights on only when people are moving around the office. One source reports that smart technology can reduce energy consumption by 30 percent — and, used consistently, that can have a big impact on the bottom line.

2. Shifting to digital signage

A shift to new technology has changed the way businesses think about signage. Digital signage is agile and allows organizations to remain dynamic in today’s age of fast-changing creative and campaigns. According to Digital Signage Today, shifting to digital signs can help companies save money and reduce their environmental impact. One of the most flexible and environmentally friendly options is projection. From brand-level signage to product and creative campaigns, projections allows you to continually evolve your in-store signage and branding in an efficient and environmentally friendly way.

3. Being aware of energy vampires

It’s not always the big appliances that drive your energy usage. Much of the energy used today is from so-called energy vampires: the computer left on over the weekend, the water cooler humming away when no one is in the office, or the display screen that’s perpetually on. By looking for technology that can be set on a timer, it’s possible to strategically minimize this “vampire” load. Smart power strips that turn off when the devices plugged in aren’t being used can also help. Finally, don’t underestimate the power of a good training program. Reminding your team to turn things off when they’re not in the office or to use power-saving modes can have a positive impact on energy use.

4. Looking at procurement policies

The way your business handles its buying and disposal policies can have a significant impact on both your footprint and your profits. Does your company look at sustainability as part of the procurement process? 

Regularly upgrading your equipment helps keep your company current. Have a strategy that helps repurpose older furniture or computers your company is getting rid of. Waste360 estimates that 8.5 million tons of furniture is disposed of annually. Reselling or donating equipment can benefit others. Many cities and states run programs local businesses can take part in.

5. Evaluating business processes for environmental opportunities

Increasingly, companies are analyzing their business processes to save money and cut down their environmental impact. Consider how tools such as projectors can be used during company training sessions, creating immersive environments and reducing printing needs. Tools such as video conferencing and collaborative software are help limit company-related travel while keeping business moving forward. The biggest impact for growing organizations comes from looking at the way processes are engineered and decisions are made. Is there an environmentally savvy alternative to your current approach?

Organizations are finding that being environmentally conscious isn’t just good for the planet — it’s helping attract customers who want to do business with companies stewarding the environment. On another level, by saving money, reducing wastes and finding smart alternatives to expensive equipment, businesses are increasing their profits to reinvest back into their companies in meaningful ways.