Can Your Printer and Photocopier Pass a GDPR Audit?
- sophie44480
- Jul 21
- 2 min read
When businesses think about GDPR compliance, they usually focus on emails, cloud storage, or customer databases. But there’s one often-overlooked weak spot sitting quietly in the corner of your office: your printer.
Yes, your humble printer could be a ticking compliance time bomb.
Here’s why, and how to make sure it wouldn’t fail you in a GDPR audit.
1. Printers Store and Process Personal Data
Modern printers are more than paper pushers. They're smart devices – often with memory, hard drives, and network access. That means:
Print jobs can be stored or cached, sometimes indefinitely.
Scans may be saved or transmitted, sometimes without encryption.
User activity can be tracked, but not always secured.
If your printer processes anything with personal data – names, addresses, medical notes, payroll, etc. it falls under GDPR.
2. The Common GDPR Risks Hiding in Your Print Setup
Most businesses don’t intentionally ignore print-related compliance, they simply don’t know what to look for. Here are a few red flags:
Unclaimed documents sitting in the output tray.
No user authentication before printing sensitive files.
Lack of encryption on data sent to or stored on the device.
No audit trail of who printed, scanned, or copied what.
Insecure disposal of old printer hard drives.
If any of these sound familiar, your printer might not pass a GDPR audit.
3. GDPR Requires You to Show Control
GDPR isn’t just about avoiding breaches, it’s about demonstrating that you have policies, procedures, and protections in place.
You should be able to answer questions like:
Who has access to your printers?
Are print jobs encrypted in transit?
Can you restrict printing by user or department?
Do you have a secure printing policy?
Is device data wiped before disposal or return?
If your answer is “I’m not sure” - it’s time for a review.
4. What a GDPR-Compliant Print Setup Looks Like
Here are some features and practices that help make your print environment compliant:
Secure print release (users must authenticate at the device)
Pull printing to avoid documents sitting in trays
Audit logs for tracking usage
Encryption of data in transit and at rest
Regular data wipe or overwrite routines
Role-based access controls
A documented print policy
Proper disposal of hardware (especially leased devices)
It’s not just about tech, it’s about having the right policies and training in place, too.
5. The Good News: Fixing This is Easier Than You Think
You don’t need to replace every printer overnight. Many compliance issues can be solved with:
A few smart software tools
Adjusting printer settings
Setting up secure printing workflows
Educating your team
Partnering with a print management expert
A short audit can help you spot weak points and tighten up your setup quickly, often with no major cost.
Final Thought: Don’t Let the Printer Be the Weak Link
GDPR is serious. Fines are steep. And trust is priceless.
Your customers expect you to handle their data with care, from inbox to filing cabinet to printer tray. By giving your print environment the attention it deserves, you’ll protect your business, your people, and your reputation.
Need help reviewing your print setup for GDPR compliance?
We offer simple, jargon-free audits and solutions. Let’s make sure your printer isn’t your weakest link.
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