October is Cybersecurity Awareness Month, making it the perfect time to reassess how you're protecting resident and company information at your property. While locking down devices and strengthening passwords are essential, there’s one often-overlooked source of risk: printers.

Yes, you read that right - printers. According to The Washington Post, a disturbing number of third-party printing services read, store and even sell confidential user information. 

Whether in the leasing office or a shared space, printers process a significant amount of personally identifiable information (PII). Without proper security measures, sensitive documents—like tax returns and resident income verification forms—could be exposed.

PrintWithMe: Secure Printing Made Easy

Unlike many printing services, PrintWithMe is fully transparent about its data collection practices. More than just a convenient tool and service, PrintWithMe is dedicated to safeguarding personal and business-related documents.

When you submit files via PrintWithMe’s website, app or email, they’re encrypted, preventing interception or tampering. Think of encryption as your digital bodyguard, ensuring secure delivery to the printer.

This level of security is especially crucial for printer amenities for apartments and printers for leasing offices, where sensitive information like social security numbers and banking details are often printed. Without a secure system, privacy is at risk.

PrintWithMe’s state-of-the-art encryption and secure release features ensure that documents stay confidential. Files only print when the user is physically present, reducing the risk of sensitive information being left unattended in shared trays.

This level of security is appreciated by property managers and residents alike. LuAnne Acton Ross, Partner and Executive Vice President at Asset Living shared, “When you combine the positive resident impact with the cost savings for our properties and the reduced liability from our on-site teams who may have been helping residents by printing their private documents, it is simply a no-brainer."

Simple Habits to Stay Safe

If you don’t have access to a printing solution that transparently manages data security, adopting these smart habits can help mitigate risks:

  • Use strong passwords and change them regularly: Passwords should be anywhere between 11-20 characters and should include a mix of upper- and lower-case letters, numbers and symbols. Be sure to avoid using generic or easy-to-find information, such as your pet’s name, birthday, anniversary or details that can be found on public profiles.
  • Review printer access regularly: Take the time to review who has access to shared printers, ensuring that only authorized individuals are permitted to use them. This can reduce the risk of unauthorized individuals accessing sensitive documents.
  • Stay informed on cybersecurity best practices: Cyber threats constantly evolve, so staying informed on the latest best practices is essential. Regularly educate yourself and your community about data governance, cybersecurity regulations and secure printing protocols. For more tips, check out our blog on the evolution of cyber risk management here.
  • Enable Multi-Factor Authentication (MFA): Implement MFA wherever possible, including for printer access. This adds an extra layer of protection by requiring users to verify their identity with a second method, such as a text code or authentication app, before printing.
  • Regularly Update Printer Firmware: Ensure your printers' firmware and software are regularly updated to the latest versions. Manufacturers often release updates to patch vulnerabilities and improve security features.
  • Limit Network Access: Restrict printer access to trusted networks only. Avoid connecting your printers to public or unsecured networks, which can expose them to potential hacking attempts.
  • Set Auto-Delete for Stored Data: Configure printers to automatically delete stored print jobs after a certain period. This prevents sensitive data from lingering in the system, reducing the risk of unauthorized access.

By following these best practices, you can reduce risks. But why worry about it when PrintWithMe’s encrypted printing solutions offer foolproof protection?

Take the first step in securing your community’s sensitive information. Contact us for a demo or pricing today.