Most of us think of copiers as simple machines — you place a page, hit “copy,” and that’s it. But today’s copiers are far from simple. Modern multifunction printers (MFPs) are more like mini-computers. They print, scan, fax, email, and yes… they store data from every document that passes through them.
So, do copy machines really keep records of what’s copied?
Yes, they do — and it’s more important than you might realize.
From Analog to Digital: The Copier Evolution
Back in the analog era, copiers were purely mechanical. They used light and static electricity to reproduce images. Once the toner hit the paper, the data was gone — nothing stored, nothing to worry about (PBS Group).
But as offices demanded faster, smarter, and more connected devices, the simple copier evolved into today’s networked Multifunction Printer (MFP). These machines can print, scan, fax, and email all from one system — and to handle all those jobs, they use built-in storage like hard drives (HDDs) or solid-state drives (SSDs) that retain data even after the power is off (Federal Trade Commission).
In short, your copier is no longer “just a copier.” It’s a small computer that stores, processes, and moves sensitive information across your office network.
How Copy Machines Store Data
Inside every copier, there are two main types of memory:
1. Volatile Memory (RAM)
This works like short-term memory — it stores active jobs (like the document you’re copying) and clears them once the task is complete or the power goes off. It’s temporary, so it poses little risk (Epic Solutions).
2. Non-Volatile Memory (HDD/SSD)
This is where the real concern lies. Non-volatile memory stores data permanently, even when the device is powered off. It holds the copier’s firmware, address books, job logs, and — most importantly — digital images of every document copied, scanned, or printed.
That means if someone accesses the hard drive — either remotely or by physically removing it — they could retrieve confidential information, passwords, or client data (AWS).
What Exactly Gets Stored?
The data your copier saves isn’t limited to just the images of your documents. It’s a mix of visible content and behind-the-scenes information:
Image Data
When you scan, copy, or print, the machine often saves a digital version of the file. That could include:
- HR or payroll documents
- Financial records or invoices
- Medical forms or ID copies
(Cobb Technologies)
System Metadata
Beyond the document itself, copiers also store system-level information that can expose your organization to risk:
- Job logs: Who printed or copied what, and when
- Address books: Email addresses, fax numbers, and server details
- Authentication credentials: Usernames and passwords for scan-to-email or shared folder access
(Ricoh Support)
If cybercriminals access those credentials, they can use them to move through your company network — a process known as lateral movement — to reach more sensitive systems.
Why This Is a Hidden Security Risk
Because MFPs are connected to your office network, they’re exposed to the same risks as your computers — but many companies don’t treat them that way.
Common copier security weak spots include:
- Leaving default admin passwords unchanged
- Running outdated firmware
- Disabling encryption or secure data overwrite features
The Federal Trade Commission warns that failing to secure digital copiers can expose businesses to data theft, especially when leased machines are returned or resold without wiping the drives.
Real-World Consequences
This isn’t a theoretical problem. A U.S. healthcare company was fined $1.2 million after leased copiers were resold — still containing the personal health data of more than 300,000 people. Regulators ruled that the company — not the leasing firm — was responsible for ensuring those drives were wiped (DataBreachToday, HHS.gov).
That case is a powerful reminder: data security doesn’t end when the lease does.
How to Protect Your Copier (and Your Data)
Disabling the copier’s hard drive isn’t realistic — it’s needed for basic operations. The key is proper management, encryption, and data hygiene. Here’s what to do:
1. Treat Your Copier Like a Computer
- Change factory-set passwords immediately
- Keep firmware updated
- Isolate the copier on its own secure network segment (Doceo)
2. Turn On Encryption and Secure Overwriting
Enable full-disk encryption so data can’t be read without a key. Activate features like Data Overwrite Security Systems (DOSS) to automatically erase temporary data after every job (Ricoh Security Functions).
(Pro tip: these settings are often disabled by default — make sure they’re turned on during setup.)
3. Schedule Regular Data Wipes
Set up daily or weekly overwrite routines to ensure leftover image files are removed automatically (Xerox Support).
4. Wipe or Destroy Drives at End-of-Life
Before returning or disposing of a copier, follow certified data destruction standards like NIST 800-88 or DoD 5220.22.
You can either:
- Wipe the drive with certified erasure software
- Physically destroy it (shredding or degaussing)
(Cornell University, Kefron)
Always ask for a Certificate of Erasure or Destruction — it’s proof that the job was done right.
Who’s Responsible for Copier Security?
Securing copier data isn’t a one-person task — it’s a shared responsibility:
- IT departments should configure encryption, overwriting, and access controls.
- Compliance officers must ensure data retention and destruction align with regulations.
- Vendors or leasing partners should provide verified disposal or erasure services — but the organization must confirm compliance.
Ideally, copier security should be integrated into your company’s overall Information Security Policy, just like laptops, servers, and mobile devices.
The Bottom Line
Yes, modern copiers do keep records — everything from scanned document images to job logs and login credentials. But that doesn’t mean you should panic.
The answer isn’t fear — it’s smart management. Treat your copier like any other endpoint on your network. Encrypt its data, erase it regularly, and securely destroy the hard drive before it leaves your office.
Do that, and you’ll protect your business from data breaches, fines, and the embarrassment of having your office copier become a cybersecurity headline.
For a free consultation contact us at https://wa.me/971569981942 or call us at +971 56 998 1942
