When businesses think about cybersecurity, they often focus on firewalls, email security, and endpoint protection. But printers are networked devices too—and they regularly process sensitive information. Without proper controls, employee print activity can create security gaps that go unnoticed.

Printer fleet management strengthens internal security by improving visibility, controlling access, and reducing the risk of accidental data exposure.

Printers Are Networked Endpoints

Modern printers and multifunction devices store data, connect to internal systems, and process confidential documents every day. Payroll reports, contracts, HR records, and financial statements often pass through shared devices.

Without structured oversight, these endpoints can become weak links in an otherwise secure network.

The Risks of Unmanaged Print Access

When print environments lack clear policies and controls, common risks include:

• Unclaimed documents left in output trays
• Excessive or unrestricted device permissions
• Shared logins or no authentication at all
• Limited visibility into who printed what

Even if there’s no malicious intent, accidental exposure of sensitive information can lead to compliance issues and reputational damage.

How Fleet Management Improves Employee Security

A properly managed print fleet introduces structure and accountability into everyday printing.

User Authentication

Employees authenticate at the device using a badge, PIN, or credentials before accessing features or releasing print jobs. This ensures only authorized users interact with the printer.

Secure Print Release

Print jobs remain held in a queue until the user is physically present to release them. This prevents confidential documents from sitting unattended.

Role-Based Access Permissions

Fleet management systems allow administrators to assign permissions based on job function. For example, certain users may have access to scanning or color printing while others do not.

Usage Monitoring and Audit Trails

Activity logs provide insight into print behavior, helping organizations identify unusual activity and maintain compliance documentation when needed.

Reducing Insider Risk and Accidental Exposure

By adding authentication, monitoring, and structured permissions, businesses reduce the likelihood of both intentional misuse and simple human error. Print becomes a controlled, trackable part of the organization’s broader security strategy.

How EBP Builds Secure Print Environments

Electronic Business Products helps organizations design and maintain policy-driven printer fleets. From implementing secure print release to configuring access controls and monitoring tools, EBP ensures your print environment supports both productivity and protection.

Ready to strengthen employee print security? Contact EBP to improve access control and reduce risk through smarter fleet management.