In today's digital landscape, traditional print servers have become a significant liability for organizations. They not only introduce security vulnerabilities but also incur substantial costs in terms of infrastructure and IT resources. PF 360 Print offers a modern, cloud-based solution that addresses these challenges effectively. 

Cloud Print: The Security Pitfalls of Traditional Print Servers

Print servers have been widely used in businesses for years, but they come with serious security risks. One major example is a flaw in the Windows Print Spooler service called "PrintNightmare" (CVE-2021-34527). This vulnerability, discovered in 2021, allowed attackers to run code remotely on a computer and gain full control—essentially giving them the same access as a system administrator. It happened because the system didn’t properly check user permissions when handling print jobs. What made PrintNightmare especially dangerous is that almost all Windows computers use the Print Spooler service, making many systems vulnerable. The issue became even worse when details of the exploit were made public before a proper fix was available, leading to real-world attacks and forcing Microsoft to release emergency updates. Beyond PrintNightmare, printers can also be used in other attacks, such as DDoS (Distributed Denial of Service), spying on print jobs, or gaining unauthorized access to sensitive data. These risks show why organizations should reconsider using traditional print servers and think about switching to more secure, modern printing solutions.  

Introduction to Printer Security

Printer security is a critical aspect of protecting sensitive data and preventing unauthorized access to confidential information. Printers, especially multifunction printers, can be a vulnerable access point in a company’s network, making them a prime target for cyber attacks. To mitigate these security risks, it’s essential to implement robust security features. Regular updates and patches are also crucial to make sure compliance with the latest security standards. By prioritizing printer security, businesses can safeguard their sensitive information, reduce the risk of data breaches, and protect their reputation.

User Authentication

User authentication is a vital component of printer security, as it ensures that only authorized individuals can access and use the printer. This can be achieved through various methods, such as PIN entry, password authentication, or ID card authentication. By implementing user authentication, companies can control who can print, scan, or fax documents, reducing the risk of internal information falling into the wrong hands. Additionally, user authentication can help track print jobs and monitor usage, making it easier to identify and address potential security risks. By using secure authentication protocols, such as encryption and secure storage, companies can further protect their data and prevent unauthorized access.

Network Security Considerations

Network security considerations are essential to prevent unauthorized access to printers and protect internal data. Printers should be connected to a secure network, and access should be restricted to authorized users. Firewalls and intrusion detection systems can help prevent hacking attempts, while encryption can protect data transmitted between the printer and the network. Regular security audits and updates can also help identify and address potential vulnerabilities, ensuring that the printer and network remain secure. By implementing these network security considerations, companies can reduce the risk of data breaches and protect their internal information.

The Financial Burden of Maintaining Print Servers 

In addition to security risks, traditional print servers come with significant operational and financial overhead. Each server requires physical hardware, software licensing, electricity, cooling, and ongoing maintenance—all of which contribute to a yearly cost typically at least $2,000 USD per server. These expenses scale with the number of servers deployed, creating a substantial burden for larger or distributed organizations.

Even when moving print servers to the cloud using platforms like Microsoft Azure, costs don’t disappear—they simply shift. Azure-based print servers still incur compute charges, storage fees, networking costs, and licensing, especially if running full Windows Server instances. While cloud hosting can reduce some on-premise infrastructure needs, it introduces recurring operational costs that can accumulate significantly over time, particularly for organizations with many remote locations or high-volume printing needs.

Furthermore, print-related issues remain a major IT headache, accounting for up to 50% of helpdesk tickets in some enterprises. These tickets typically involve connectivity problems, driver conflicts, or access issues, all of which require manual intervention and divert IT resources away from higher-priority projects.

All of this reinforces the need to rethink legacy print infrastructure and consider modern, cloud-native printing solutions that offer improved efficiency, scalability, and cost control. These solutions can be quickly and easily installed, particularly in educational institutions, highlighting their user-friendliness and effectiveness.

Introducing PF 360 Print: A Google Cloud Print-Based Alternative

PF 360 Print by Process Fusion is a serverless, cloud-based print management solution designed to eliminate the complexities and vulnerabilities from using traditional print servers. By migrating print infrastructure to the cloud, organizations can achieve enhanced security, reduced costs, and simplified management. Clients can securely connect to the PF 360 Print server for their printing tasks, ensuring safe and efficient communication.

Key Benefits of PF 360 Print: Enhanced Security Features

1. Elimination of On-Premise Servers

PF 360 Print removes the need for dedicated print servers by enabling direct IP printing. This not only reduces hardware and maintenance costs but also eliminates a common attack vector for cyber threats.

2. Enhanced Security Measures

User Authentication  PF 360 Print supports robust user authentication to ensure that only authorized individuals can access and use printing resources. Users can authenticate through various methods including single sign-on (SSO), Active Directory (AD) integration, and multifactor authentication (MFA). This ensures identity verification before granting access to printers, helping to prevent unauthorized usage and ensuring compliance with organizational security policies. Administrators can access audit logs to track printing activities.

Secure Print  Secure Print functionality in PF 360 Print adds an extra layer of protection by ensuring that documents are only released when the intended user is physically present at the printer. Jobs are held in a secure queue until the user authenticates at the device—either via badge scan, PIN code, or mobile app. This prevents sensitive documents from being left unattended in output trays and reduces the risk of data exposure.

3. Comprehensive Print Analytics

PF 360 Print provides detailed analytics and reporting tools that allow organizations to monitor print usage, identify inefficiencies, and implement cost-saving measures. This visibility helps in reducing waste and optimizing print workflows. Expanding the network or integrating new software may introduce new security risks, underscoring the necessity for proactive evaluations.

4. Universal Compatibility

PF 360 Print is a truly vendor-agnostic solution, providing full compatibility with a wide variety of MFDs (multi-function devices) and printers by supporting both manufacturer-specific drivers and a universal print driver. This flexibility allows organizations to use their existing devices and printer fleet, regardless of manufacturer, while still benefiting from seamless integration and optimal performance. Whether using proprietary drivers from specific manufacturers or the universal PDF-based print driver, PF 360 Print ensures consistent and reliable printing across diverse environments—be it VDI, Citrix, VMware, or RDS. This approach not only streamlines deployment and reduces the complexity of managing a mixed fleet but also gives businesses the freedom to choose the hardware that best fits their needs without being restricted to a single vendor. Additionally, different levels of support are available for users, depending on whether they are utilizing the free version or have access to additional resources through PaperCut NG/MF.

Future of Print Security

The future of print security will be shaped by emerging technologies, such as artificial intelligence and the Internet of Things (IoT). As printers become increasingly connected to the internet and other devices, the risk of cyber attacks will grow, making implementing robust security features and protocols essential. Businesses will need to prioritize their printer security, investing in secure printers and implementing regular updates and patches to ensure compliance with the latest security standards.

Additionally, the use of cloud printing services, such as Google Cloud Print, will require businesses to ensure that their print infrastructure is secure and compliant with data protection regulations. By staying ahead of these emerging trends and technologies, businesses can protect their sensitive information and prevent data breaches, ensuring the future of print security is secure and reliable.

Conclusion 

Traditional print servers pose significant security risks and financial burdens for organizations. Cloud solutions like PF 360 Print offer a modern, secure, and cost-effective alternative by leveraging cloud technology to streamline print management. By adopting PF 360 Print, organizations can enhance their security posture, reduce operational costs, and simplify their IT infrastructure. For more information on how PF 360 Print can transform your organization's print management, visit Process Fusion's PF 360 Print page.