Running a business in the Midwest usually means wearing a lot of hats. You're managing people, keeping customers happy, and watching costs. Somewhere in the middle of all that, you’re also making sure your technology holds up. Print probably isn't the first thing on your security radar. For most organizations, it isn't even on the list.
That's exactly why it's a problem.
Cloud printing has quietly become standard practice for businesses with hybrid teams, multiple locations, or employees who need to print on the go. And while it solves real operational headaches, it introduces a category of cloud print security risk that traditional print management never had to account for. Most SMBs don't find out until something goes wrong.
This guide breaks down what those risks actually are, what good security looks like in a cloud print environment, and what you can do about it. Starting today.
What is cloud printing, and why are so many SMBs using It?
Cloud printing is a method of sending print jobs through internet-based services rather than a traditional on-premises print server. Instead of routing documents through a local network, jobs travel through internet platforms or vendor-specific cloud services, making it possible to print from virtually any device, anywhere.
The appeal is practical. Cloud printing eliminates the need to manage and maintain local print servers and scales naturally as your organization adds locations or headcount. Whether you're a manufacturer operating across multiple facilities or a healthcare practice that's grown beyond a single office, cloud printing removes friction that used to slow teams down.
What are the most common cloud print security risks for SMBs?
Cloud printing changes the security equation because it expands where print data travels and who can access it. In a traditional print environment, jobs typically moved within a closed local network. In a cloud environment, documents may travel across the public internet, pass through third-party platforms, and touch devices or networks your IT team does not fully control.
That broader exposure creates several recurring risks SMBs are especially likely to overlook.
How unencrypted print jobs expose sensitive data in transit
Every document sent to a cloud print queue travels across the internet before it reaches a printer. If that transmission is not encrypted end-to-end, it may be exposed in transit, especially when remote employees print over public Wi-Fi or unsecured home networks. For businesses handling financial records, patient data, legal documents, or anything regulated, an intercepted print job can quickly become a compliance issue.
Access control gaps that make cloud printing a security liability
Cloud printing removes the natural access barrier that physical proximity once created. Without deliberate access controls, employees, former employees, or compromised accounts may retain access to print queues or documents they should not be able to reach. When all employees can access all printers and queues, a single compromised account becomes a much bigger problem. Least-privilege access helps limit print permissions to what each employee actually needs.
Shadow IT and unauthorized print apps: a hidden cloud print security risk
When the approved print workflow is slow or confusing, employees often find workarounds like personal cloud storage apps, consumer print utilities, and browser-based services. These tools may work in the moment, but they have not been vetted by IT, cannot be monitored consistently, and create data pathways your security team may not know about.
Why outdated printer firmware is a cloud print vulnerability
Modern printers are network-connected endpoints, and like any endpoint, they run software that needs to be patched. Outdated firmware on a cloud-connected device can create an open vulnerability. Many SMBs do not have a formal process for tracking printer firmware versions or updating them on a consistent schedule.
Why print audit logging matters for cloud security and compliance
Without audit logging, you cannot detect misuse, investigate incidents, or demonstrate compliance. In a cloud print environment, that visibility depends on how the system is configured. If print logs are incomplete or unavailable, a manageable incident can quickly become difficult to resolve.
What does secure cloud printing like in practice?
Strong cloud print security doesn’t just add another tool. It builds controls into every part of the print workflow.
Encrypted transmission and secure release printing
Every print job should be encrypted in transit and at rest in the cloud queue. Secure release printing, or requiring a user to authenticate at the device before a job prints, ensures documents don't sit unattended in an output tray. This combination addresses both the transmission risk and the physical access risk, and it's a baseline for any organization handling sensitive information.
Identity-based access controls and authentication for cloud printing
Connecting print permissions to verified identities through Active Directory, single sign-on, or multi-factor authentication closes the access gaps that cloud printing opens. When roles change or employees leave, access updates automatically rather than lingering indefinitely.
Centralized monitoring and audit logging for cloud print environments
A well-configured cloud print environment produces a complete record of who printed, what they printed, when, from which device, and on which printer. That data supports compliance reporting, enables early detection of unusual activity, and gives IT the evidence needed to respond effectively when something goes wrong.
Cloud printing isn't inherently insecure, but unmanaged cloud printing is. The difference comes down to whether someone is actively maintaining your security posture or leaving it to chance.
Here's what that looks like across the six dimensions that matter most.
How managed print services reduce cloud print security risk
A managed print service (MPS) takes ongoing responsibility for your print environment's security posture, not just the hardware. That means encryption is configured correctly from the start, access controls are enforced and kept current, and firmware is patched proactively.
For most SMBs, this is the practical alternative to trying to manage cloud print security in-house. It requires specialized expertise, continuous attention, and familiarity with a threat environment that changes regularly. Most IT teams, especially lean ones, don't have the bandwidth to stay on top of it alongside everything else they're managing.
5 steps your business can take today to reduce cloud print security risk
You don't need to overhaul your entire print environment at once. These five steps address the highest-impact cloud print security risks with minimal disruption to how your team works:
- Audit print access permissions. Identify who can print to which devices and pull back access that's broader than necessary. Former employees are a good place to start.
- Verify encryption is actually configured. Don't assume your cloud print service encrypts jobs by default. Confirm it and confirm your devices require it.
- Enable secure release printing. Requiring authentication at the device before a job prints is one of the most effective single-step improvements available.
- Inventory and update firmware. Identify every cloud-connected printer in your environment and confirm firmware versions are current.
- Surface your shadow IT exposure. Ask your IT team what print apps employees are actually using outside of approved tools. The answer is often surprising.
These steps will reduce your exposure, but ongoing cloud print security requires ongoing attention. That's what EO Johnson's managed print services are built to provide.
Ready to take cloud print security off your plate? Contact EO Johnson today to learn how our managed print services can protect your organization, simplify your vendor relationships, and keep your environment compliant without adding to your team's workload.
