The Risk of Doing Nothing: Why Unmanaged Print is a Liability Under the Privacy Act 2020
Share
Many New Zealand organisations invest heavily in cybersecurity while overlooking one of the largest remaining security gaps—the office printer. Unmanaged multifunction printers (MFPs), unsecured print jobs and documents left in output trays can all contribute to privacy breaches under the Privacy Act 2020. This guide explains the risks of inaction, how modern print security reduces exposure, and why secure print infrastructure should be part of every organisation's cybersecurity strategy.
When organisations think about cybersecurity, they often focus on networks, cloud platforms, email security and endpoint devices. However, one critical business endpoint is frequently overlooked: the multifunction printer (MFP).
Modern printers are no longer simple output devices. They scan, store, process, transmit and manage sensitive business information every day. From employee records and customer contracts to financial documents and confidential reports, printers are connected information systems that can expose organisations to privacy and security risks if they are not properly managed.
For New Zealand organisations, the question is no longer “Can we afford to invest in print security?”
The more important question is:
“What is the risk and potential cost of continuing to do nothing?”
Under the New Zealand Privacy Act 2020, organisations have obligations to protect personal information from loss, misuse, unauthorised access or disclosure. An unmanaged print environment can create hidden compliance gaps that make privacy breaches harder to prevent, detect and report.
| Category | Key Insight |
|---|---|
| Primary Risk | Unauthorised access to personal information through unsecured printed documents, output trays and poorly managed devices |
| Regulatory Exposure | Print-related incidents may contribute to a notifiable privacy breach under the New Zealand Privacy Act 2020 |
| Governance Gap | Unmanaged printers often lack centralised monitoring, audit trails and consistent security controls |
| Business Impact | Increased risk of confidential information exposure, compliance challenges, operational disruption and reputational damage |
| Strategic Outcome | Moving from unmanaged print to governed print creates stronger visibility, security controls and accountability |
Many organisations do not intentionally ignore print security. Instead, unmanaged print environments often develop over time.
A business may have accumulated multiple printer brands, older devices, disconnected workflows and inconsistent user practices. Individual devices continue working, so replacing or managing them is delayed.
However, doing nothing is not a neutral decision.
Choosing to maintain an unmanaged print environment means accepting:
The modern multifunction printer has evolved into a network-connected endpoint. Like laptops, servers and mobile devices, printers require security controls, monitoring and lifecycle management.
A typical office printer handles some of an organisation’s most sensitive information.
Examples include:
The moment information moves from a digital system to a printed page, the organisation introduces a physical security risk.
Unlike a digital file protected behind authentication controls, a printed document can be:
This creates a gap between digital security controls and physical document security.
One of the simplest print security risks is also one of the most common: unattended documents.
A confidential report may be printed successfully, but if the user does not immediately collect it, the information becomes accessible to anyone nearby.
Consider documents containing:
An organisation may have strong cybersecurity policies, yet a sensitive document sitting unattended beside a printer can bypass many digital safeguards.
Under Information Privacy Principle 5 (Storage and Security of Information) of the New Zealand Privacy Act 2020, organisations must take reasonable steps to protect personal information against:
Print security is therefore not only an IT issue. It is part of broader privacy governance.
One of the biggest challenges with unmanaged print environments is not only preventing incidents — it is proving what happened if something goes wrong.
When printers are centrally managed, organisations can establish greater visibility around:
Without centralised management, IT teams may struggle to answer basic investigation questions:
This lack of visibility creates a governance challenge.
If a privacy breach occurs, organisations may need to assess what information was involved, who may have accessed it and what actions have been taken to reduce harm.
An unmanaged print fleet can make this process significantly more difficult.
| Security Area | Status Quo: Unmanaged Print | Managed Print Governance |
|---|---|---|
| Document Release | Documents print immediately and may remain unattended | Secure release requires user authentication before documents print |
| User Accountability | Limited visibility of print activity | User-based tracking and reporting |
| Firmware Management | Manual updates may be inconsistent | Centralised monitoring and lifecycle management |
| Security Configuration | Devices may have different settings | Standardised security policies across the fleet |
| Audit Capability | Information may be fragmented across devices | Centralised reporting and visibility |
| Device Risk Management | Legacy settings may remain active | Security hardening and proactive management |
Secure print release changes the way organisations think about document security.
Instead of sending a document directly to a printer where anyone can collect it, secure release holds the document until the authorised user authenticates at the device.
This helps reduce:
Authentication options may include:
The result is a stronger connection between the person requesting the print job and the physical document being released.
A common misconception is that improving print security requires significant additional cost or operational complexity.
However, print governance can often deliver value beyond security alone.
A managed print strategy can help organisations:
By introducing:
Through:
By identifying:
The business case for managed print is therefore not simply about buying printers.
It is about creating a controlled, secure and measurable information workflow.
Sharp NZ helps organisations take a structured approach to print security through Managed Print Services designed around security, efficiency and business outcomes.
A secure print environment begins with understanding the current state.
The recommended approach:
Understand your current print environment:
Apply security best practices:
Create ongoing governance through:
Yes. Modern multifunction printers are connected devices that process, store and transmit information. Without appropriate security controls, they can become a potential entry point for information exposure.
Yes. Personal information obligations apply regardless of whether information is stored digitally or physically. Organisations must take reasonable steps to protect personal information.
Secure print release requires users to authenticate before a document is printed, helping prevent confidential documents from being left unattended.
Start with a print security audit that reviews devices, workflows, user access, security settings and management processes.
Print security is no longer just about protecting paper. It is about protecting information.
For New Zealand organisations, an unmanaged print environment can create avoidable privacy, compliance and operational risks.
The cost of action is measurable.
The cost of doing nothing may be far harder to control.