What Should We NOT Do With Printers?

Introduction: Protecting Your Printer Investment

Office printers are significant capital investments that can cost thousands of dollars. Yet many organizations inadvertently damage their printers through improper use, inadequate maintenance, and poor security practices. Understanding what NOT to do with printers helps extend hardware lifespan, maintain reliability, and protect sensitive information.

This guide outlines common mistakes and best practices for responsible printer management.

Hardware and Maintenance Mistakes to Avoid

Don't: Ignore Maintenance Schedules

Printers require regular maintenance to operate reliably:

• What Happens: Skipping maintenance allows dust, toner residue, and paper fragments to accumulate inside the printer
• Consequences: Reduced print quality, increased mechanical wear, higher failure rates, shortened hardware lifespan
• What to Do Instead: Follow the manufacturer's recommended maintenance schedule (typically quarterly for high-volume printers)

Don't: Use Incompatible or Low-Quality Supplies

Using non-genuine toner, ink, or paper can damage printers:

• What Happens: Counterfeit or low-quality supplies may have incorrect specifications
• Consequences: Toner leaks, mechanical damage, print quality issues, voided warranties
• What to Do Instead: Use genuine supplies from the manufacturer or certified third-party suppliers

Don't: Overload the Paper Tray

Exceeding paper tray capacity causes mechanical problems:

• What Happens: Overfilled trays cause paper jams and feed mechanism strain
• Consequences: Frequent paper jams, damaged feed rollers, mechanical failures
• What to Do Instead: Fill paper trays to the indicated maximum line, not above it

Don't: Force Stuck Paper or Toner Cartridges

Forcing stuck components can cause permanent damage:

• What Happens: Forcefully removing stuck paper or cartridges can break internal components
• Consequences: Damaged feed mechanisms, broken sensors, expensive repairs
• What to Do Instead: Follow the manufacturer's instructions for safely removing stuck paper or cartridges

Don't: Place Printers in Harsh Environments

Environmental factors significantly impact printer reliability:

• Temperature: Printers should operate between 50-86°F (10-30°C)
• Humidity: Optimal humidity is 20-80% (non-condensing)
• Dust: Avoid dusty environments (warehouses, construction areas)
• Moisture: Keep printers away from water sources and humid areas
• Direct Sunlight: Avoid placing printers in direct sunlight

Security Mistakes to Avoid

Don't: Leave Printers with Default Credentials

Default admin passwords are a critical security vulnerability:

• What Happens: Attackers can access the printer's web interface using default credentials
• Consequences: Unauthorized access to printer settings, print job interception, sensitive document exposure
• What to Do Instead: Change all default passwords to strong, unique credentials immediately after deployment

Don't: Enable Legacy Protocols (Telnet, FTP, HTTP)

Legacy protocols transmit credentials and data in cleartext:

• What Happens: Attackers can intercept credentials and configuration data
• Consequences: Unauthorized access, credential theft, configuration changes
• What to Do Instead: Disable Telnet, FTP, and HTTP entirely. Use HTTPS and SNMPv3 instead

Don't: Ignore Firmware Updates

Outdated firmware contains known security vulnerabilities:

• What Happens: Printers with outdated firmware are vulnerable to exploitation
• Consequences: Unauthorized access, malware infection, data breach
• What to Do Instead: Apply firmware updates quarterly or as soon as critical security patches are released

Don't: Allow Unrestricted Network Access to Printers

Printers should be isolated from untrusted networks:

• What Happens: Unrestricted access allows attackers to compromise printers
• Consequences: Unauthorized access, print job interception, network pivot point for attacks
• What to Do Instead: Place printers on a dedicated VLAN, restrict access via firewall rules, disable unnecessary ports

Don't: Store Sensitive Documents in Printer Memory

Printers retain copies of printed documents in their memory:

• What Happens: Sensitive documents remain in printer memory even after printing
• Consequences: Unauthorized access to sensitive information if the printer is compromised or decommissioned
• What to Do Instead: Enable hard drive encryption on printers, securely erase printer memory before decommissioning, use secure print release for sensitive documents

Don't: Dispose of Printers Without Data Sanitization

Decommissioned printers may contain sensitive data:

• What Happens: Printers with hard drives retain copies of all printed documents
• Consequences: Data breach if the printer is sold, donated, or recycled without proper data sanitization
• What to Do Instead: Securely erase all data from printer hard drives before disposal, use certified e-waste recyclers

Operational Mistakes to Avoid

Don't: Ignore Print Queue Errors

Stuck print jobs can cause cascading problems:

• What Happens: Failed print jobs remain in the queue, blocking subsequent jobs
• Consequences: Users cannot print, frustration increases, IT support burden increases
• What to Do Instead: Monitor print queues regularly, clear stuck jobs promptly, investigate root causes

Don't: Deploy Printers Without Documentation

Undocumented printers create support challenges:

• What Happens: IT teams cannot quickly locate printer information or troubleshoot issues
• Consequences: Longer resolution times, repeated troubleshooting, poor user experience
• What to Do Instead: Maintain a printer inventory with model, IP address, location, and assigned users

Don't: Mix Different Printer Models Without Standardization

Excessive printer diversity complicates management:

• What Happens: Supporting 10+ different printer models requires extensive driver and firmware management
• Consequences: Increased IT overhead, higher support costs, more user complaints
• What to Do Instead: Standardize on 2-3 printer models for your organization

Don't: Neglect Network Printer Monitoring

Unmonitored printers can fail silently:

• What Happens: Printers go offline without IT awareness, users experience extended downtime
• Consequences: Reduced productivity, user frustration, delayed problem resolution
• What to Do Instead: Implement printer monitoring to alert IT when printers go offline or experience issues

Best Practices Summary

Critical "Don'ts" for Printer Management:
• ❌ Don't ignore maintenance schedules
• ❌ Don't use incompatible or low-quality supplies
• ❌ Don't overload paper trays
• ❌ Don't force stuck components
• ❌ Don't place printers in harsh environments
• ❌ Don't leave default credentials unchanged
• ❌ Don't enable legacy protocols (Telnet, FTP, HTTP)
• ❌ Don't ignore firmware updates
• ❌ Don't allow unrestricted network access
• ❌ Don't dispose of printers without data sanitization
• ❌ Don't ignore print queue errors
• ❌ Don't deploy printers without documentation
• ❌ Don't mix excessive printer models
• ❌ Don't neglect printer monitoring

Establishing Printer Best Practices in Your Organization

Create a Printer Management Policy

Document your organization's printer management standards:

• Approved printer models and suppliers
• Maintenance schedules and procedures
• Security requirements (passwords, protocols, access control)
• Firmware update procedures
• Decommissioning and data sanitization procedures
• Monitoring and alerting requirements

Train IT Staff on Printer Management

Ensure your IT team understands proper printer handling:

• Hardware maintenance procedures
• Security hardening requirements
• Troubleshooting methodologies
• Firmware update procedures
• Data sanitization for decommissioning

Implement Monitoring and Alerting

Proactively identify printer issues:

• Monitor printer availability and connectivity
• Alert on supply levels (toner, paper)
• Track maintenance intervals
• Monitor security configuration changes

Need Expert Guidance on Printer Best Practices?

Avenqube LLC provides independent, brand-agnostic consultancy services for establishing printer management best practices and policies. Our team helps organizations develop comprehensive printer management strategies that protect hardware, ensure security, and optimize productivity.

Schedule a Consultation

Conclusion: Responsible Printer Management

Printers are critical infrastructure components that deserve proper care and management. By avoiding common mistakes and following best practices, you can extend printer lifespan, maintain reliability, protect security, and optimize office productivity.

Key takeaways:

• Regular maintenance prevents hardware degradation and extends lifespan
• Security hardening protects against unauthorized access and data breaches
• Proper environmental conditions ensure reliable operation
• Documentation and monitoring enable rapid problem resolution
• Standardization reduces IT overhead and support costs
• Secure decommissioning protects sensitive information