This article covers what vulnerabilities to consider when printing:
- Consider whether a document needs to be printed, or why it is being printed: if a document containing personal data is printed then it becomes a potential data breach as soon as it has been taken out of it's secure environment. What happens to that document once it has been printed? Where is it stored? Who is it shared with (is the access control the same as when it was in an online system?). What happens to that document when it is no longer required?
- PIN/Card/Fob controls for printing: if documents fly out of the printer with no access control, there is the potential of a data breach. Anyone by the printer can pick up, move, put other documents on top of the printer. The access control that once protected that document is now no longer valid. Consider too who has access to the printer out of hours if there are documents lying around.
- Recycling: consider what recycling is near the printer and whether it is valid for the type of printing i.e. if sensitive information is being printed is there a secure disposal method? If the disposal method is not nearby is the risk of a data breach increased? Regularly check whether there is sensitive or confidential information in the general recycling pile. Make staff aware of what to do when they find a document in the wrong location with no access control or security. Consider the benefits of a 'no blame' culture.
- Printing Software: if you are using printing software to control how documents are printed then ensure that everyone has their own code, that the admin side has a dedicated admin account specifically for the purpose of the program and doesn't use the main admin account. Ensure that account only has the admin privileges it needs. Ensure that the software is regularly updated, using vulnerabilities in programs like this that have an admin account which allow access to an organisation's resource via an external method, is an easy way for a hacker to sneak onto your network unnoticed.
PaperCut Security Bulletin March 2024
In the world of digital dominance it is very easy to overlook the seemingly innocuous world of paper, it can be easy to forget that any controls around printing may have vulnerabilities other than a paper document. Tools like PaperCut are valuable tools allowing document management, helping reduce costs and helping people review what needs to be printed in a planet-friendly way. These types of tools can help track print jobs, provide quota management, secure print release as well as mobile printing facilities. Because of the nature of such printing solutions that need to integrate with an organisations network and systems, it expands the attack surface of a cyber attack, it can create a gateway in to other systems and data, can cause system disruptions or can lead to more sophisticated attacks, particularly if your organisation is labelled as vulnerable or easy to target.
Ensure that any systems that give access to external third parties, particularly via an admin account, are part of your cyber resilience program.
If you are interested in having a data walk around your organisation or would like to discuss your cyber resilience, please contact us at
What to do in the event of a cyber attack
First, follow your cyber response plan. Record the incident in your internal incident log, inform your governing board or trustees, and contact your Data Protection Officer (DPO) as soon as possible if personal data could be involved.
Incidents or attacks where a security breach may have taken place, or other damage was caused, should also be reported to an external body. The SLT digital lead is responsible for assigning someone to report any suspicious cyber incidents or attacks. This person will need to report to:
- Report Fraud, which replaced Action Fraud in December 2025, on 0300 123 2040 or through the Report Fraud website. Make sure it is recorded as a crime report so that you receive a crime reference number.
- the DfE sector cyber team at
This email address is being protected from spambots. You need JavaScript enabled to view it.
You may also need to report to:
- the National Cyber Security Centre (NCSC) if the incident or attack causes long-term school closure, the closure of more than one school, or serious financial damage. If you're not sure who to report to, use the government's cyber incident signposting service.
- the Information Commissioner's Office (ICO) within 72 hours of becoming aware of a personal data breach, unless the breach is unlikely to result in a risk to people's rights and freedoms. If the risk is high, you must also tell the people affected without undue delay. Your DPO can help you assess this. We will do this on behalf of DPE customers.
- the Risk Protection Arrangement (RPA) emergency assistance helpline on 0800 368 6378 or
This email address is being protected from spambots. You need JavaScript enabled to view it. , if you are an RPA member, or your cyber insurance provider if you have one - your local police force if you suspect a safeguarding impact
- any third-party service providers whose systems are affected, so they can be part of a coordinated response
- Jisc CSIRT, if you are part of a further education institution.
You must act in accordance with:
- Report Fraud's guide to reporting cyber crime and fraud
- Academy Trust Handbook Part 6, if you are part of an academy trust. Since September 2025, academy trusts must not pay any cyber ransom demands.
- the ICO's guidance on personal data breaches.
Preserve the evidence
Police investigations may find out whether any compromised data has been published or sold, and identify the perpetrator. Preserving evidence is as important as recovering from the crime. Keep a clear record of what happened, when, and what actions you took. The DfE's guidance on record keeping in an incident explains what to capture.
Reporting suspicious emails and texts
Forward suspicious emails to