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Last month, we got a frantic call from a Markham accounting firm. Their photocopier had been printing random documents overnight—financial statements that weren’t theirs. After investigating, we discovered hackers had accessed their network through an unsecured printer and were using it to steal client data. This wasn’t an isolated incident.
After 28+ years serving GTA businesses, we’ve seen how printer security threats have evolved from simple paper jams to sophisticated cyber attacks. Many small and medium businesses don’t realise their office equipment has become a prime target for hackers. Your photocopier isn’t just a machine that makes copies—it’s a network endpoint that stores data, connects to the internet, and can be exploited just like any computer.
At Canada Copier Remarketing Corp, we’ve helped over 100 local businesses secure their printing infrastructure. In this guide, we’ll walk you through the 9 biggest photocopier vulnerabilities we’re seeing in 2025 and share practical solutions based on our hands-on experience protecting Toronto-area offices.
We recently worked with a Brampton law firm that discovered sensitive client documents were being accessed through their networked printer. The breach cost them thousands in legal fees and nearly damaged their reputation permanently. Unfortunately, studies show that 60% of businesses experience printer-related security incidents, with small businesses being particularly vulnerable because they often lack dedicated IT support.
For Mississauga office equipment users, the financial impact can be devastating. A single data breach can cost SMBs between $25,000 to $50,000 in recovery costs, fines, and lost business. That’s why we’ve made printer security a cornerstone of our refurbished photocopier service at CCR.
We’ve serviced dozens of HP units where the JetAdvantage management software created security backdoors. The biggest issue we encounter is outdated firmware that allows remote access through unpatched vulnerabilities. Just last winter, we discovered three HP copiers in a Vaughan medical office that were running firmware from 2022—completely exposed to known exploits.
Pro Tip: Check your HP printer’s firmware version monthly. Go to the printer’s web interface, navigate to “System Information,” and compare the version number with HP’s latest releases. We always ensure our refurbished HP copiers have the latest security patches before delivery.
The challenge is that many businesses set up automatic updates without understanding the risks. While updates are crucial, they should be tested first to avoid system crashes during busy periods.
Default passwords are the bane of our existence. We’ve walked into offices where the Konica Minolta bizhub admin panel was still using “admin/admin” or “12345678” as login credentials. These admin panels control everything from user access to network settings, making them incredibly valuable to hackers.
Here’s how to secure your bizhub admin settings:
Note: When we deliver refurbished photocopiers, we always pre-configure secure admin settings as part of our setup process. It’s amazing how many businesses skip this basic step.
This is where buying used copier machines can get tricky. Modern Ricoh copiers store every document on internal hard drives, even after printing. We’ve seen cases where businesses sold their old equipment without realising it contained years of confidential data.
At CCR, our data wiping process includes:
Caution: Never assume your old photocopier is “clean” just because you deleted files. The data is likely still recoverable. Always ask your supplier about their data destruction procedures when buying refurbished equipment.
Sharp’s automatic firmware updates can introduce new vulnerabilities faster than they fix old ones. We learned this the hard way when a Mississauga office client’s Sharp copier crashed during a critical presentation because of an unstable firmware update.
The key is finding the balance between security and stability. We recommend:
Pro Tip: Join Sharp’s security notification mailing list to get advance warning about critical updates that can’t wait for your regular schedule.
Brother printers often have the weakest network security out of the box. Their default settings prioritise ease of setup over security, which creates opportunities for network intrusions. We’ve seen Brother devices become the entry point for ransomware attacks because they were configured with minimal authentication.
Step-by-step Brother network security configuration:
This is exactly why our CCR warranty includes ongoing security consultations. We don’t just sell you a machine and walk away—we make sure it stays secure throughout its lifespan.
Worried about your current printer’s security?
Our GTA photocopier supplier team offers free security assessments with any service call.
Call (416) 953-3264
Xerox ConnectKey technology is powerful, but its default settings leave several security doors wide open. When we installed a ConnectKey device at a Vaughan law firm last year, we found that anyone could access the device’s file system through a simple web browser—no authentication required.
The most common ConnectKey security misconfigurations we fix:
Configuration checklist: ✓ Enable hard drive encryption ✓ Disable unused network protocols ✓ Set up user authentication for all functions ✓ Configure secure mobile printing ✓ Enable audit logging
Your office equipment can become a highway into your entire network. We helped resolve a breach at a Toronto accounting firm where hackers accessed their print server through an unsecured copier, then moved laterally through the network to access financial databases.
Network isolation best practices:
Real example: We set up a segmented network for a Brampton manufacturing company where their production printers couldn’t communicate with office computers, preventing cross-contamination if either network was compromised.
Sometimes the biggest threats aren’t digital. We’ve walked into offices where sensitive HR documents were sitting in unlocked paper trays for hours, or where USB ports on photocopiers were accessible to anyone walking by.
Physical security audit checklist: □ Lock or disable unused USB ports □ Secure paper output trays □ Position screens away from high-traffic areas □ Install user authentication (card readers or PIN codes) □ Clear document glass after each use □ Secure supply closets containing toner and parts
Pro Tip: Many businesses overlook the importance of user authentication. A simple PIN code system can prevent 90% of unauthorised access attempts.
The biggest mistake we see is businesses that set up security once and forget about it. Printer security requires ongoing attention, just like any other IT system. We recommend quarterly security reviews to catch new vulnerabilities before they become problems.
Our approach: Every CCR after-sale service call includes a basic security review. We check firmware versions, review user accounts, and test authentication systems. It takes less than 10 minutes but prevents major headaches down the road.
DIY vs. Professional security audits:
At Canada Copier Remarketing Corp, we don’t just clean and test our used copiers—we completely rebuild their security foundation. Aamir Nawaz’s 15+ years of experience taught us that security isn’t an add-on service; it’s the foundation of reliable office equipment.
Our security preparation process includes:
When you choose our lease plans, ongoing security support isn’t extra—it’s included. We provide same-day service for security emergencies because we understand that a compromised photocopier can shut down your entire operation.
Real client feedback: “CCR’s security setup saved us from a ransomware attack that hit our industry hard. While our competitors were dealing with breaches, our refurbished photocopier stayed secure thanks to CCR’s proactive approach.” – Maria S., Oakville Legal Services
Don’t wait for a security incident to take action. Here are the immediate steps you can take today:
Pro Tip: We provide a free security checklist to all our clients that breaks down these steps by printer brand and model. It’s saved dozens of businesses from preventable breaches.
When to consider upgrading: If your photocopier is more than 5 years old, lacks encryption capabilities, or requires extensive security patches, replacement might be more cost-effective than ongoing maintenance. Our refurbished photocopiers often provide better security than older new machines because we can implement the latest security standards from day one.
Printer security threats in 2025 are real, sophisticated, and growing. But with the right knowledge and proactive approach, they’re completely manageable. The 9 threats we’ve covered represent 90% of the vulnerabilities we encounter in GTA businesses.
After 28+ years of serving Toronto, Mississauga, Markham, Vaughan, Brampton, and Oakville, we’ve learned that the best security strategy combines robust technology with ongoing vigilance. Whether you’re using a refurbished photocopier from CCR or managing existing equipment, the principles remain the same: stay updated, stay vigilant, and don’t go it alone.
Protect your Toronto business today!
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Q: Are refurbished photocopiers less secure than new ones?
A: Not when properly prepared. At CCR, our refurbished photocopiers often have better security than new machines because we implement the latest security standards and remove legacy vulnerabilities. Every used copier we sell includes complete data destruction, firmware updates, and security configuration.
Q: How often should we update printer firmware?
A: We recommend checking monthly and updating quarterly, unless there’s a critical security patch. Test updates on non-critical machines first. Our after-sale service includes firmware management for lease plan customers.
Q: Do you provide security setup with lease plans in Toronto?
A: Absolutely. Security configuration is included with all our lease plans throughout the GTA. We handle initial setup, ongoing monitoring, and emergency security response as part of our comprehensive service package.
Q: What’s included in CCR’s security consultation?
A: Our security consultations cover vulnerability assessment, network integration review, user authentication setup, firmware analysis, and customised security recommendations for your industry. Aamir Nawaz personally reviews all high-risk environments to ensure optimal protection.
