Print Security Risks You Might Be Ignoring Until It’s Too Late

Most businesses go to great lengths to secure their electronic data. Firewalls, endpoint protection, VPNs—it’s all part of the security playbook. But there’s one weak link that too many overlook: the printer.

What comes out of a multifunction device may seem harmless—a spreadsheet, a client form, a few patient notes. But when confidential or regulated information is left unsecured on a printer tray, in a recycle bin, or in the wrong hands, the consequences can be serious—and expensive.

Let’s explore how seemingly innocent print jobs can turn into security incidents, and how Novatech and PaperCut can help your business stay protected.

 

When Print Becomes a Threat

In healthcare, a physician prints out a patient’s diagnostic results and forgets to retrieve them from the tray. Another staff member picks them up by mistake or, worse, a visitor sees the name and condition. Exposing protected health information (PHI) like this can lead to HIPAA violations, lawsuits, and fines.

In the legal or financial sectors, an attorney may print a confidential contract or disclosure that gets left in a communal tray or misfiled. Breaching client confidentiality can result in lost trust, reputational damage, or even disbarment in extreme cases.

In a sales department, a rep prints out a full client list the day before giving notice. Without visibility into print activity, no one notices until those customers are contacted by a competitor. This type of data loss leads to unfair competition and potential legal challenges over non-compete agreements.

Even in general business operations, unsecured paper can pose a risk. Printed reports or internal memos that are tossed in the trash—rather than shredded—can expose sensitive data to anyone willing to dig for it. This kind of paper trail can lead to real damage, especially when competitors are looking for an edge.

 

Why These Incidents Are So Dangerous

Because they’re quiet. Unlike a hacked server or breached firewall, there’s no alarm when someone grabs the wrong printout or walks away with a sensitive document. Without the right controls in place, there’s often no way to know who printed what, when, or why.

This is exactly why print security needs to be part of your broader data protection strategy.

 

How Novatech Helps Secure Your Print Environment

Smart print security isn’t about locking down your office—it’s about building in accountability without disrupting productivity.

Secure print release holds jobs in a queue until the authorized user logs in or scans a badge at the printer. If the job isn’t retrieved, it isn’t printed. This eliminates one of the most common sources of print-related exposure: pages left on the tray.

Logging and audit trails give administrators detailed records of who printed what, where, and when. This visibility is especially important for departments handling sensitive client or financial data. If needed, these logs can serve as proof in internal investigations or legal cases.

Access control rules restrict which employees can print which documents, and from which systems. For example, sales reps may only need access to active client lists—not the entire database.

Manager alerts can be configured to flag unusual behavior, such as a user printing a high volume of documents from a CRM system or HR portal. These alerts give leadership a chance to intervene proactively if something seems off.

Proper disposal procedures also play a role. Confidential documents should never be thrown in open recycling bins. They should be cross-cut shredded—or, ideally, destroyed using a secure shredding service—to prevent dumpster-diving risks.

 

Print Security Is a Policy, Not Just a Product

Technology helps, but people and processes matter too. Novatech partners with organizations to implement smart print policies that include secure defaults, access control, user training, and defined disposal procedures.

We help you balance control with convenience, so your team can work efficiently without creating risk. With solutions like PaperCut and our Managed Print Services, you can prevent the problems before they happen—and prove compliance if they do.

 

The Bottom Line

Print-related data breaches don’t get the same attention as cyberattacks—but they should. Whether it’s an abandoned printout or a deliberate misuse of client data, what happens on paper can put your business at risk.

Novatech helps you close the print security gap with the right tools, training, and policies. If you’re not sure how secure your print environment really is, it’s time for a deeper look.

Ready to reduce risk and regain control? Contact Novatech today for a Print Security Assessment. We’ll help you secure your documents—before they become someone else’s data.