Why printer disposal is a data security issue
Most office professionals think of a printer as an output device — it receives instructions and produces paper. But modern multifunction devices are networked computers in their own right. They run operating systems, connect to shared drives, authenticate users, and — critically — store data.
A mid-range office MFD typically contains a hard disk drive or flash storage where it caches:
- Scanned documents
- Print job data (including document content)
- Fax records
- Address books and contact lists
- Network credentials and security certificates
- User authentication logs
When a major photocopier manufacturer’s products were independently investigated, recovered drives were found to contain sensitive documents including personal records and medical information. The scenario is not theoretical.
Under UK GDPR and the Data Protection Act 2018, your organisation is responsible for this data until it is verifiably destroyed. Returning an MFD to a leasing company, or selling it on the secondary market, without wiping the internal drive is a potential data breach.
How do you wipe the data from a printer or MFD?
There are two approaches:
Manufacturer data wipe utility — most enterprise MFDs from manufacturers such as Xerox, Ricoh, Canon, Konica Minolta, and Sharp include an administrator-accessible data overwrite function. This runs a software wipe of the internal storage. The function is typically found in the administrator settings panel or the device’s web interface. Run this before the device is powered off for the final time and retain a record that it was completed.
Certified ITAD destruction — if the device is being disposed of through an ITAD provider, they can remove and destroy the storage drive as part of the process. This produces a data destruction certificate — a more robust form of evidence than an internal log entry from the manufacturer’s utility.
For high-security environments, physical drive destruction is the appropriate standard regardless of whether a software wipe has already been run.
Our data destruction service covers storage media removed from printers and MFDs, with certificates issued for each device.
What about ink and toner cartridges?
Ink and toner cartridges are not covered by the WEEE Regulations in the same way as the device itself, but they should not be sent to general waste. Most cartridge manufacturers run return schemes. Your ITAD provider may also accept cartridges as part of a printer collection.
Do not leave partly-used cartridges inside the device at point of collection. Remove them and either use them in another compatible device, return them to the manufacturer’s scheme, or dispose of them through a cartridge recycling programme.
What happens to a printer during WEEE recycling?
- Data destruction — storage drives are removed and wiped or shredded. Certificates are issued.
- Assessment for reuse — printers and MFDs with remaining useful life and low page counts may be suitable for reuse after servicing. Reuse is preferred under the WEEE hierarchy.
- Disassembly — devices are broken down into component materials. Circuit boards, motors, rollers, and metal chassis are separated.
- Materials recovery — steel and aluminium from chassis, copper from wiring and motors, and precious metals from circuit boards are recovered by licensed processors.
- Plastics sorting — outer casings and internal plastic components are sorted by polymer type where possible and directed to appropriate recycling streams.
Toner powder residues require careful handling. Toner is a fine particulate and is managed as a specialist waste stream at processing facilities.
How should you prepare printers for collection?
- Remove all paper from trays
- Remove ink or toner cartridges
- Run the manufacturer’s data wipe utility if accessible, and record that it was completed
- Note the device serial number for your asset manifest
- Flag devices with internal drives separately if your ITAD provider needs to confirm destruction method
You do not need to dismantle anything or remove covers. Collection teams handle devices in working and non-working condition.
Are small desktop printers covered by WEEE?
Yes. All printers — from small desktop inkjets to large networked laser printers and production MFDs — are covered by the WEEE Regulations 2013. They cannot be sent to general waste. Small desktop printers are less likely to contain internal storage (most do not have hard drives), but should still go through a WEEE-compliant disposal route.
If you are unsure whether a specific device has internal storage, check the manufacturer’s technical specifications or ask your ITAD provider to assess it on collection.
Our printer recycling service for London businesses handles all types and sizes of office printers, copiers, and MFDs. For a broader picture of how printer disposal fits into your IT asset programme, read our guide on what happens to recycled computers — the same documentation principles apply.