HIPAA Device Hardening for Copiers and Printers

Device Hardening for Copiers and Printers That Touch PHI

If your copiers and printers are not hardened, they are easy targets for anyone trying to access patient data. Locking down these devices is one of the fastest ways to reduce HIPAA risk.

The Hidden Computer in the Hallway

Many healthcare leaders still treat copiers and printers as “office equipment.” In reality, each device is a small computer with:

• A hard drive or solid-state drive

• Network access

• User accounts and configuration settings

• Stored images of scanned or printed documents

If these devices handle PHI, they are part of your HIPAA footprint. That means they need the same level of security as your servers and EHR systems.

What Device Hardening Really Means

Device hardening is the process of removing anything that creates unnecessary risk. The goal is simple: ensure only authorized users can access the device, only in the right ways, while protecting it against common attacks.

For copiers and printers that handle PHI, hardening usually includes:

1. Changing default settings and credentials

   • Replace default admin usernames and passwords

   • Lock or hide service menus from everyday users

2. Standardized security configurations

   • Disable unused ports, protocols, and services

   • Turn off features you do not use, such as unsecured FTP or guest access

   • Enable audit logging where available

3. Firmware updates and patching

   • Keep firmware current across your entire fleet

   • Schedule updates in a controlled way to protect uptime

4. Network-level protections

   • Place PHI-handling devices on protected subnets

   • Restrict management access through firewalls and access control lists

5. Consistent templates for new devices

   • Apply a hardened “gold image” to new copiers and printers

   • Avoid undocumented, one-off configurations

Why This Matters for HIPAA

Device hardening helps you:

• Limit access to ePHI

• Reduce the chance of PHI exposure due to misconfiguration

• Demonstrate reasonable security measures in risk assessments or audits

An unprotected copier can store years of patient records. If lost, stolen, or accessed by unauthorized users, it could result in a reportable breach.

How Novatech Helps with Device Hardening

With over 30 years in document and print technologies, Novatech provides a practical, healthcare-aware approach:

• Inventory your full print and copier fleet to identify devices that handle PHI

• Design a standardized hardened configuration that fits your workflow

• Apply and maintain that configuration across all devices

• Document all actions so your compliance and IT teams have clear records

You approve the final standards, decide which departments need specific features, and we handle the technical implementation to keep everything consistent.

What Your Team Still Owns

Hardening is not a one-time project. Your organization remains responsible for:

• Approving security standards and policies

• Training staff on proper device use, such as where PHI can be printed or scanned

• Enforcing rules to prevent bypassing secure settings

Novatech provides hardened devices, documentation, and ongoing support. Your team ensures these devices are used in a HIPAA-compliant manner.

Important Note

This article provides general information and does not replace legal advice. Your legal counsel and compliance officer should always be involved in HIPAA decisions.