NIS2 and office photocopiers: the 2026 cybersecurity checklist for Belgian companies
NIS2 and office photocopiers: the 2026 cybersecurity checklist for Belgian companies
For years, office photocopiers were treated as ordinary hardware. Discussions focused on speed, cost per page, colour quality, scan comfort and maintenance contracts. Those topics still matter, but in 2026 they are no longer enough. A modern multifunction photocopier is also a networked endpoint, a scanning hub, an authentication surface, sometimes a bridge to Microsoft 365 or other cloud services, and above all a device that handles sensitive business documents every day.
In other words, a photocopier is no longer just a printer. It is a connected digital asset.
That is why the topic is becoming more strategic for Belgian companies. NIS2, stronger governance requirements, tighter internal audits, growing cyber-insurance expectations and more mature IT policies are all pushing businesses to look again at everything connected to the network. Workstations are usually patched. Email is monitored. Backups are tested. But photocopiers often remain in a grey zone: default admin credentials, unclear firmware policy, overly permissive scan settings, confidential prints sitting in output trays, and no robust process when a machine is returned at the end of a contract.
The risk is not theoretical. Office photocopiers routinely process contracts, HR files, invoices, ID scans, commercial proposals, accounting documents and client records. In many companies, they handle more sensitive information than people realise.
This article answers a very practical search intent: how should a Belgian company secure its office photocopiers in 2026 in a way that aligns with the spirit of NIS2 without making daily work painful? The goal is not fear. The goal is an operational framework that works for SMEs, mid-sized businesses and multi-site organisations.
Why NIS2 puts photocopiers back on the agenda
NIS2 does not say “start with your photocopiers”. What it does do is raise the standard for risk management across connected systems. That changes how companies should look at their print fleet.
The conversation is no longer only about:
- whether the machine prints fast enough;
- whether the maintenance contract is acceptable;
- whether the monthly price looks competitive.
It is also about:
- whether the device is properly inventoried;
- who can administer it;
- what data passes through it;
- what logs are available;
- how updates are managed;
- what happens when the device is replaced, returned or decommissioned.
That shift matters in Belgium because photocopiers are often deeply integrated into document-heavy workflows. Accounting teams scan invoices. HR prints and copies employment files. Sales teams produce proposals and contracts. Operations scan signed paperwork into digital repositories. If your business has already improved its documentation processes through cloud solutions or smarter scanning workflows, the photocopier is no longer peripheral. It is part of the information chain.
That is also why cybersecurity should appear in your procurement process, not as a late technical footnote but as a real decision criterion, just like it should in a proper copier requirements document for your business in Belgium.
Why a photocopier can become a weak link
A multifunction office device combines several risk areas in one box: printing, copying, scanning, temporary storage, address books, user authentication, network connectivity and sometimes direct integrations with cloud services. Problems rarely come from one dramatic flaw. More often they come from a stack of ordinary oversights.
Typical examples include:
- an admin password that was never changed;
- scan-to-email configured through an overly broad shared mailbox;
- old or unnecessary protocols left enabled;
- sensitive prints left unattended;
- no clear firmware update process;
- no evidence that device data is wiped at contract end;
- logs that technically exist but nobody reviews or even knows how to retrieve.
Those weaknesses can remain invisible for years. Then an audit, internal incident, supplier switch or document leak makes them painfully visible.
The risk grows even more when the photocopier is central to digital workflows, for example smart scanning and OCR, as discussed in our guide on smart scanning and OCR on a photocopier in Belgium.
Is this only relevant for large companies?
No. Larger organisations and critical sectors may face more formal obligations, but in practice almost every Belgian company benefits from treating photocopier security more seriously.
For an SME, the value is straightforward. A few sensible controls can reduce risk significantly without major cost:
- clearer access management;
- better control over scans and destinations;
- fewer confidential documents left exposed;
- better alignment between IT, office management and the supplier;
- cleaner end-of-contract handling.
That matters even more in businesses with multiple locations or shared office environments. The issue is not just cybersecurity. It is standardisation, visibility and governance.
The 2026 cybersecurity checklist for office photocopiers
Here is the practical core of the article: a checklist you can use whether you already have an installed fleet or are evaluating a replacement project.
1. Build a real inventory of your print fleet
Start with visibility. List every multifunction printer, photocopier and connected scanning device: location, model, IP address, supplier, contract type, installation date, firmware status and primary use.
Many companies do not actually have a reliable fleet inventory, especially if devices were added gradually across multiple offices and sites. Without a clear inventory, security remains reactive and incomplete.
2. Remove default and informal administrative access
Every default admin credential should be replaced. That is basic hygiene, yet it is still one of the most common weaknesses. It is also important to define who has which type of access: internal IT, external supplier, local admin user, service technician, or a combination.
The real issue is not only changing the password once. It is making access ownership clear, documented and reviewable.
3. Disable functions you do not need
Many devices ship with a long list of features enabled by default: legacy protocols, remote interfaces, unused cloud connectors, diagnostic services or open web administration options. Every unnecessary active function increases exposure.
A good rule is simple: if a feature has no clear business use, turn it off.
Companies that mostly need local printing, secure release and scan to a controlled destination do not benefit from leaving the rest wide open.
4. Implement secure print release
Secure print release through PIN, badge or on-device release should be standard wherever sensitive documents may be printed in a shared environment. HR files, signed contracts, financial reports and client paperwork should not be waiting in a tray for whoever walks by first.
This is not only about confidentiality. It also improves accountability and reduces waste from abandoned print jobs. If you are comparing commercial options, include this capability when reviewing photocopier rental, photocopier leasing or buying a photocopier.
5. Secure scan-to-email and scan-to-cloud workflows
In many companies, scanning is now more strategically important than printing. That makes scan governance a major security topic.
At minimum, review the following:
- use a dedicated sending account rather than a vague shared mailbox;
- control destination lists and address books;
- separate scan profiles by department or use case;
- document authentication flows;
- enforce coherent naming and storage logic;
- secure connectors to cloud platforms or document repositories.
This is especially important if your photocopier supports compliance-related processes such as mandatory e-invoicing in Belgium in 2026.
6. Treat firmware as an IT and governance issue
Firmware is not a minor technical detail. It is part of your security posture. Ask direct questions: who tracks updates, who validates them, who installs them, how often they are reviewed, and whether you receive evidence after intervention.
Many SMEs assume firmware updates are “included in maintenance”. Sometimes they are. Sometimes only partially. Sometimes nobody can clearly explain the process. Ambiguity is the problem.
If your current device is also showing signs of age on reliability or usability, review that issue alongside our guide on when to replace an office copier in Belgium. Cybersecurity is increasingly a renewal trigger, not just breakdown frequency.
7. Enable logging and know who can use it
You do not need surveillance theatre. But you do need to know what logs exist, how long they are retained and who can access them if something goes wrong.
The purpose is not random employee monitoring. The purpose is to be able to reconstruct events: who printed, scanned, changed settings, sent a document or accessed administrative functions when an issue arises.
8. Separate sensitive workflows from ordinary ones
Not every document deserves the same control level. A routine internal note is not the same as an HR file, a signed contract, client identity documents or accounting records.
That is why simple classification rules often work better than maximum security everywhere:
- mandatory secure print release for certain teams;
- dedicated scan profiles for finance, HR or management;
- separate destination folders;
- limited control over address books;
- physical placement that fits the sensitivity of the workflow.
Good security is often more about clear operating logic than about buying every advanced option in the catalogue.
9. Plan for end-of-contract and end-of-life handling
This is one of the most overlooked issues. Before returning, replacing or disposing of a device, you should know exactly how data is wiped, how address books are removed, how user profiles are cleared and how the process is documented.
A cheap contract that stays vague on this point is not really cheap. End-of-life handling deserves the same attention as response time and cost per page.
10. Test your controls with real users
Security that looks perfect on paper but frustrates everyone in practice will be bypassed. Test with the departments that actually use the machine: finance, HR, administration, management, sales.
Are PIN workflows acceptable? Are scan shortcuts understandable? Does secure release slow operations too much? Can support intervene without breaking your controls? Sustainable security is security people can live with.
Common mistakes to avoid
Focusing only on the machine and not the operating model
Security depends on more than hardware. It also depends on how access is managed, how updates are handled, how interventions are logged and how the device is treated at contract end.
Leaving the whole subject to the supplier
A strong supplier matters a lot, but suppliers cannot define your internal sensitivity levels for you. They do not know which document flows are critical, which teams need stricter controls or which workflows must stay frictionless.
Ignoring the rest of the document ecosystem
A photocopier connected to cloud tools, shared repositories or document workflows should follow the same governance logic as the rest of your information system. Otherwise, it becomes a soft bridge between controlled and uncontrolled environments.
Keeping ageing devices too long
An old device may still function mechanically while being weak on logging, firmware management, secure print capabilities or authentication. At that point, replacement is not only a productivity decision. It is a risk decision.
How to include cybersecurity in a fleet renewal project
If you plan to renew your fleet in 2026, do not ask only for a “better photocopier”. Ask for a more governable one.
Your comparison grid should include:
- authentication and role management;
- secure print release options;
- scan governance and cloud connectors;
- log visibility and auditability;
- firmware policy;
- end-of-contract data wiping procedure;
- the supplier’s ability to work with your IT team.
That broader perspective also supports strategic decisions such as whether you need a multifunction photocopier or would be better served by a business printer in some environments, or whether the use case is better framed through the broader comparison of photocopier vs business printer.
Should cybersecurity be a commercial selection criterion?
Yes, clearly.
Too many companies still relegate the issue to a technical appendix after a preferred vendor has already been chosen. That is backward. The cybersecurity maturity of the supplier has a direct impact on the risk profile of your fleet.
A credible partner should be able to explain, in plain language:
- how administrative access is controlled;
- how updates are tracked and applied;
- how interventions are documented;
- how data is handled at contract end;
- how users are onboarded to the security features that matter.
If the answer is vague, over-marketed or evasive, treat that as a warning sign.
Conclusion: in 2026, a secure photocopier is often more valuable than a merely fast one
For a long time, the market sold photocopiers mainly on speed, finishing options and monthly price. In 2026, that is no longer enough. For Belgian businesses, real maturity means seeing the photocopier as a connected document platform with access rules, update responsibilities, logs and a clear end-of-life process.
NIS2 acts as an accelerator here. Even if your company is not formally on the front line of the regulation, the key question remains the same: if an audit or incident happened tomorrow, could you explain who can access your office photocopiers, how they are secured and what happens to the data that flows through them?
If the answer is unclear, your roadmap is already visible. Start with inventory, remove default access, implement secure print release, tighten scan workflows, formalise firmware management and document end-of-contract handling.
And if your current fleet is weak not only on security but also on reliability and usability, the right question may no longer be just “how do we secure these machines?” but “which fleet should we choose now to secure the business more sustainably?” That change in mindset is usually where the real value begins.