Smaller businesses overlooking printer security face rising data risks: HP report

Small and medium businesses (SMBs) might be undervaluing a significant cybersecurity vulnerability. Recent research indicates that office printers are becoming increasingly convenient targets for hackers. According to HP’s “The Workflow Wakeup” report, small and medium businesses are relying on traditional cybersecurity measures such as firewalls and endpoint security, but are neglecting the security of document workflows and printers.

The research has also indicated that 57% of IT decision-makers rate print security as a low priority, and 45% are unaware of whether their print environment adheres to the set standards. This is despite the fact that printers are connected devices that store, process, and transmit sensitive information, thus expanding the attack surface.

How printers emerged as overlooked security risks

The report highlights that the risks associated with print environments extend beyond mere theoretical considerations. Industry data cited in the report shows that six out of 10 SMBs experienced at least one print-related data loss incident in the past year. However, awareness remains limited: 66% of knowledge workers assume printers are secure simply because they are connected to office networks, and half do not view them as a potential threat.


These gaps in understanding can expose businesses to vulnerabilities such as outdated firmware, default credentials, and unsecured access points. Beyond data exposure, such issues can disrupt workflows, reduce productivity, and create operational friction.



The report also highlights that document workflows themselves are a hidden source of inefficiency. The report says that routine tasks such as scanning, printing, and formatting often disrupt employees' focus. 54% of workers say they often experience problems such as running out of ink or toner.



This shift towards hybrid and remote work arrangements is also changing the risk profile. Research indicates that 57% of SMBs cite home-printed documents as a significant factor in data loss. Flexible work arrangements like BYOD are also likely to lack governance, which creates blind spots in document security.



A majority of IT managers (55%) also report that employees attempt to circumvent print policies, and 60% indicate that gaps in document workflows could also translate to privacy or data issues. Furthermore, 50% of IT managers also lack complete visibility into printing activities across different users and locations.



Outdated technology remains another concern. The report notes that 65% of SMB IT leaders see legacy systems as a security risk, while many organisations continue to rely on older printers with limited updates. The report claims that businesses often remain in a reactive mode, spending time addressing system issues rather than improving workflows.
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At the same time, print security is often deprioritised in favour of broader initiatives such as cloud adoption. This contributes to what the report describes as “digital friction,” in which inefficient systems slow operations and reduce employee productivity.


To address these challenges, small and mid-size businesses are increasingly adopting connected, AI-enabled printing solutions. The study revealed that 87% of business leaders and 88% of IT leaders believe that these technologies improve security by allowing automated policy enforcement, secure printing, and visibility into what people are doing with documents.


The survey results indicate that 87% of workers believe smart printing makes their workflow more efficient, while 80% see fewer frustrations in their day-to-day activities. Smart printing solutions have the potential to reduce costs by streamlining everyday operations.


The study shows that small and midsize businesses need to rethink their print infrastructure as part of their overall cybersecurity strategy. As printers become increasingly connected devices, document security is becoming ever more important for overall business operations security.