Advice · 4 min read · Updated 6 November 2026
Printers and copiers store data too: how to dispose of them safely
What a printer can remember
Office multifunction devices, often called MFDs, do far more than print. To scan, copy, fax and handle large jobs, many store images of documents on an internal hard drive or SSD. Depending on the model and settings, that storage can hold:
- Images of recently printed, copied and scanned pages
- Scan-to-email and scan-to-folder address books
- Fax logs and received faxes
- Stored print jobs and secure print queues
- Network settings, Wi-Fi keys and email server passwords
- User codes and accounting data
Desktop inkjets and small laser printers usually have little or no storage, but larger devices in shared offices, schools, surgeries and law firms almost always do.
Leased devices: who is responsible?
With a leased copier, the leasing or managed print company owns the machine, but you remain the data controller for the information on it. Before the lease ends, check the contract for what happens to the storage. Some suppliers overwrite or remove the drive as standard and issue a certificate. Others do nothing unless asked, or charge for it.
- Ask in writing what the supplier does with the internal storage at return
- Ask for a certificate showing the serial number of the device and the method used
- If the supplier will not confirm, ask whether you can keep the drive or have it removed before collection
- Find out whether the device will be refurbished, re-leased or recycled
If you are swapping a device mid-contract for an upgrade, the same rules apply. The old machine leaving your premises should have its storage dealt with first, even if it is going straight back to the same supplier.
Wiping a device you own
Most business MFDs have a security menu with a data overwrite or initialise function that wipes the internal storage. It is usually under administrator or service settings and may need the admin password. Running it can take from a few minutes to a few hours depending on the size of the drive.
- Print or note the device's serial number
- Export anything you need, such as address books, for the replacement device
- Run the full data overwrite or initialise all data function, not just a settings reset
- Note the date and confirmation shown on screen, or print the completion report if available
- If the device has a removable drive and you have doubts, have the drive removed and shredded
Keep the record of the overwrite with your asset register entry for the device. If it is later resold or recycled, that record is your evidence that stored documents and passwords were removed before it left your control.
Methods compared
| Method | Keeps device usable? | Evidence |
|---|---|---|
| Factory settings reset only | Yes | Weak, may not wipe stored images |
| Built-in full data overwrite | Yes | Completion report or screen record |
| Drive removed and erased with software | Yes, with replacement drive | Erasure certificate with serial number |
| Drive removed and shredded | Only with replacement drive | Destruction certificate with serial number |
Toner, cartridges and the machine itself
Once the storage has been dealt with, the device is WEEE and must go to a registered carrier and a permitted treatment site with a waste transfer note. Remove part-used toner cartridges and waste toner bottles if you can, as toner powder is messy and some suppliers run their own cartridge return schemes. Large copiers are heavy and often need two people and a suitable route out of the building, so mention stairs and lift sizes when you book.
Questions to ask before signing a new lease
The best time to deal with end-of-lease data is at the start. When you take on a new copier or managed print contract, ask the supplier:
- Does the device have a hard drive or SSD, and how large
- Is the storage encrypted as standard
- Can stored images be set to overwrite automatically after each job
- What happens to the storage when the lease ends or the device is swapped
- Will we receive a certificate with the device serial number
- Is there a charge for data overwrite or drive removal
- Can we keep or destroy the drive ourselves if we prefer
Get the answers written into the contract or an email you keep with the lease paperwork. That way the end-of-lease process is agreed long before the device is due to go back.
Do not forget these devices
- Standalone fax machines with memory
- Large-format plotters used by architects and engineers
- Label printers in warehouses that store templates
- Desktop scanners with internal storage
- Print servers and secure print release units
Frequently asked questions
Does my small office printer have a hard drive?
Small desktop printers usually have only a little temporary memory that clears when switched off. Larger multifunction devices that scan to email, store print jobs, hold address books or use user codes usually have a hard drive or flash storage. Check the model specification, the security section of the admin menu, or ask the supplier directly.
Is it enough to reset a copier to factory settings?
Often not. A settings reset may restore menus and network options without wiping stored document images or address books. Look for a dedicated data overwrite, initialise all data or hard disk erase option, or have the storage removed and destroyed. Ask for evidence either way, ideally a printed report or certificate with the device serial number.
Can the leasing company be responsible for wiping the drive?
It can agree to do so, and many do, but you remain responsible under UK GDPR for making sure personal data is protected. Get written confirmation of what will happen to the storage, ideally a certificate with the device serial number, before the machine leaves your premises.
printers copiers MFD lease returns
