Keeping your network safe isn’t just about servers, laptops, and firewalls. Your printers and copiers are computers too—and one of the easiest things you can do to protect them is stay on top of printer firmware updates. At Carolina Business Technologies, Inc., we see outdated firmware show up again and again as a hidden security gap in otherwise well-protected offices.
In this post, we’ll walk through what firmware is, why updates matter, when you should patch, and how to do it without disrupting your team.
What is printer firmware (and why should you care)?
Think of firmware as your printer’s operating system. It tells the device how to:
Talk to your network
Handle print, scan, and fax jobs
Enforce security features like user authentication and encryption
Just like any other software, firmware can have bugs and vulnerabilities. Cybersecurity agencies warn that attackers actively target networked devices—including printers—because outdated software is often easier to exploit.
If your printer firmware is years out of date, you might accidentally be:
Leaving known security holes unpatched
Running weaker encryption or outdated protocols
Missing out on important security features your hardware actually supports
That’s where consistent firmware patching comes in.
How outdated printer firmware puts your business at risk
Here’s what can go wrong if you ignore updates:
1. Attackers can use printers as a way into your network
Printers sit on the same network as your PCs and servers. Vulnerabilities in old firmware can let attackers:
Run malicious code on the device
Pivot from the printer into other systems
Intercept or manipulate print jobs
2. Sensitive documents may be exposed
Some MFPs (multi-function printers) store copies of scanned or printed documents in memory or on internal storage. If an attacker gains access through outdated firmware, they may be able to retrieve confidential information like:
HR documents
Financial reports
Customer data
3. Compliance problems
If you handle regulated data (health, financial, legal, education, etc.), failing to patch devices can raise red flags during audits. Regulators and auditors increasingly expect that printers and copiers are included in your patch and security program.
4. Lost features and performance
Firmware updates are not all doom and gloom. They often include:
Improved reliability
New security features
Better compatibility with modern operating systems and apps
If you never update, you’re leaving value on the table.
When should you install printer firmware updates?
You don’t need to patch printers every day, but you do need a clear plan. At Carolina Business Technologies, Inc., we usually recommend a mix of scheduled and event-based updates:
1. On a regular schedule
For most small and mid-sized offices:
Check for firmware updates at least twice a year
For higher-risk environments (healthcare, finance, legal) target quarterly checks
This doesn’t always mean installing every patch the day it releases—but you should at least know what’s available and whether it impacts you.
2. When a major security alert is issued
Sometimes a vulnerability hits the news and vendors or agencies like CISA recommend patching quickly. That’s your cue to move faster than usual and schedule an emergency update window.
3. After big changes to your network
It’s smart to review firmware whenever you:
Deploy new servers or authentication systems
Migrate to a new version of Windows or macOS
Roll out new security tools (Zero Trust, new VPN, etc.)
Modern firmware often includes support and fixes tailored to newer environments.
How to safely patch printer firmware (step-by-step)
Here’s a practical process you can adapt for your business.
Step 1: Inventory your devices
Start by listing:
Make and model of each printer/MFP
Current firmware version
Physical location
IP address (if applicable)
If you work with Carolina Business Technologies, Inc., we can help you collect this through your print management tools instead of walking around with a clipboard.
Step 2: Check vendor support pages
Visit the manufacturer’s support site and look up your models. You’ll want to see:
Latest firmware version
Release notes (often include a “Security” or “Vulnerability” section)
Any special instructions (e.g., must install intermediate updates first)
This is also your chance to confirm that the device is still supported. If it’s end-of-life, firmware may no longer be updated—which means it should be on your replacement plan.
Helpful resource: CISA offers practical guidance for small and medium businesses on why patching and timely updates are critical for reducing cyber risk. You can share their Update Business Software page with your leadership team as third-party validation that this isn’t just an “IT preference.”
Step 3: Plan your maintenance window
Avoid updating production devices in the middle of the workday unless absolutely necessary. For each device or group of devices:
Choose a low-usage time (evening, early morning, or weekend)
Notify nearby teams that printing/scanning may be unavailable
Have a backup option ready (another printer, temporary print routing, etc.)
Step 4: Back up configuration settings
Before updating firmware, capture:
Network settings (IP, gateway, DNS)
Authentication settings (LDAP, Active Directory, card readers, etc.)
Custom workflows (scan-to-email, scan-to-folder, cloud destinations)
Most modern printers allow you to export configuration files; if not, document settings with screenshots.
Step 5: Apply the firmware update
Follow the manufacturer’s instructions closely. Common approaches:
Upload firmware through the printer’s web interface
Run a vendor utility from a connected PC
Use centralized management tools for larger fleets
Do not power off the device while firmware is installing. Interrupting the process can “brick” the printer.
Step 6: Verify functionality and security settings
Once the device reboots:
Confirm users can print and scan normally
Test key workflows (scan-to-email, scan-to-folder, fax if used)
Re-check security settings like admin passwords, encryption, and access control
Document the new firmware version and the date you applied it.
Best practices for managing printer firmware long-term
To keep things simple and repeatable, build your own mini “firmware management program”:
Standardize on a few printer models
Fewer models = fewer firmware versions to track and test.Tie firmware checks into your regular IT maintenance
Whenever you patch servers and workstations, glance at printer firmware status too.Use managed print services or fleet tools where possible
Carolina Business Technologies, Inc. can help monitor, schedule, and roll out firmware updates across your fleet so your team doesn’t have to touch each device manually.Include printers in your security policy
Spell out who owns firmware updates, how often they’re reviewed, and how emergency patches are handled.
How Carolina Business Technologies, Inc. can help
If your core business isn’t IT security, it can be tough to keep up with vendor bulletins, firmware versions, and patch schedules. That’s exactly where Carolina Business Technologies, Inc. comes in.
Our team can:
Audit your existing printers and MFPs for outdated firmware
Recommend which devices should be patched, replaced, or retired
Schedule and perform updates with minimal disruption
Make sure security features (like user authentication and encryption) are configured correctly after each update
Combined with secure device configuration and proper data handling on your copiers’ internal storage, firmware patching is one of the simplest, highest-impact steps you can take to protect your business.
Final thoughts
Printers aren’t just “office appliances” anymore—they’re full-fledged networked computers. Ignoring printer firmware updates leaves an open door in an otherwise secure environment.
With the right plan—and the right partner—you can:
Close known vulnerabilities
Reduce the risk of data exposure
Stay aligned with compliance and security best practices
If you’d like help reviewing your current printer fleet and building a simple, realistic update plan, the team at Carolina Business Technologies, Inc. is ready to walk you through it.