Print security for your business
Control access to printing and scanning, and help protect sensitive documents.
Security features on Toshiba and Develop devices
Toshiba e-STUDIO and Develop ineo devices offer a range of security features designed to support the protection of documents, data and device access.
Depending on the specific model, configuration and options supplied, features may include data encryption, data overwrite, user authentication, access controls and print-security functionality.
Certain models and configurations may also incorporate recognised security standards and certifications.
Security functionality and certification status vary by model, configuration and region.
All UK Copiers does not represent or warrant that any particular security feature, functionality or certification is available on every Toshiba or Develop device.
Customers should refer to the applicable Toshiba Tec or Develop specifications and security documentation for the exact configuration supplied, or speak to their All UK Copiers Sales Representative for further information.
The threat model on the office floor
Most organisations spend on firewalls, MDM, endpoint detection. The networked MFD in the corner gets a brief mention in the IT risk register and not much else. Which is awkward, because a typical MFD:
- Stores every job it prints, scans or copies on an internal hard drive — sometimes for weeks
- Authenticates against the same Active Directory as every other endpoint
- Sends and receives email, FTP, SMB and HTTPS traffic
- Often has a public-facing IP if remote print is enabled
If an attacker gains shell access to an MFD, they have a foothold inside the corporate network with privileged file access. If the device leaves the building at end-of-lease with a non-wiped hard drive, every document it has ever processed is on it.
Security controls are available depending on the device and configuration selected. These can include encrypted storage, automatic data overwrite, user authentication, secure print release and audit logging. Some controls require additional licences, accessories, print-management software (such as PaperCut or YSoft SAFEQ) or configuration and are included only where stated in the quotation.
Common security controls
- Hard drive encryption. Where fitted, job data stored on the device is encrypted at rest, so a removed drive is much harder to read. Develop lists AES-256 drive encryption for its current i-Series models; many Toshiba e-STUDIO models offer it too.
- Automatic data overwrite. Temporary job data can be overwritten automatically, and stored data can be overwritten or wiped at the end of a contract. Ask us what end-of-lease data handling your agreement includes.
- Protected network traffic and firmware. Current models support encrypted protocols such as TLS and IPsec, and some models check their firmware at start-up. These settings need configuring to match your network policy.
- Access controls and logs. Administrators can limit which functions each user can use and review sign-in logs, depending on the model.
Who you are, before what you print
Anonymous print is the security weakness on most MFD fleets. Anyone who can reach the device with a print job can pick up anyone else’s documents from the output tray. The fix is user authentication — every job is tied to an identity before it reaches paper.
Toshiba e-STUDIO and Develop ineo devices can check users against your existing directory. The options depend on the model, licences and any print-management software:
- Active Directory / LDAP — sign in with existing network accounts
- Microsoft Entra ID — for cloud-first organisations, where the model or print-management software supports it
- Card readers — tap a staff ID card at the device; the reader and card type are confirmed for each model
- PIN entry — fallback or standalone for small sites
- Biometric sign-in — a finger-vein reader is an option on some Develop models
Pair authentication with secure print release and confidential documents stop sitting in output trays. The job waits in a secure queue until the named user signs in at the device, and then it prints. Nobody else can release it, and unreleased jobs can be deleted after a set time.
Case study: GMI Construction Group’s card-activated secure print release on Toshiba devices.
Information for regulated buyers
If you work under specific data-protection or security requirements, these points are worth knowing:
- Security standards and certifications. Certain Toshiba and Develop models and configurations may incorporate recognised standards or certifications. Confirm the status of the exact model, configuration and region against the applicable Toshiba Tec or Develop documentation.
- UK GDPR. Encryption, sign-in logs and data overwrite can support the security of the personal data your devices process. They do not make an organisation compliant on their own; your policies and set-up matter too. The ICO publishes a guide to data security under UK GDPR.
- NHS Data Security and Protection Toolkit. If you complete the toolkit, we can provide device security information to support your evidence on encryption, audit and user authentication.
- Cyber Essentials. If you are working towards Cyber Essentials or Cyber Essentials Plus, devices should be set up to your policy, for example with secure protocols, sign-in and unused services switched off. We can help with that set-up.
We supply the relevant manufacturer documentation as part of any new deployment. If your IT or compliance team wants to run their own penetration test against the device, that’s encouraged — we can pass protocol-level questions to the manufacturer.
Need help securing your printers?
Ask us to confirm the security features, licences, accessories and configuration included in the proposed solution.