This checklist contains multifunction device (MFD) hardening requirements. An MFD is sometimes called a multifunction printer (MFP) or all-in-one (AIO) device, and typically incorporates printing, copying, scanning, and faxing capabilities. Because management interfaces for MFDs vary, even within the same product line, this checklist provides general best practices. In order to implement the items on this checklist, consult your MFD's documentation or the vendor. The Information Security Office derived this list from government and industry documents, with a particular focus on configuration issues that are unique to the computing environment at The University of Texas at Austin.
How to use the checklist
Print the checklist and check off each item you complete to ensure that you cover the critical steps for securing your server. The Information Security Office uses this checklist during risk assessments as part of the process to verify that servers are secure.
How to read the checklist
Check (√) - This is for administrators to check off when she/he completes this portion.
To Do - Basic instructions on what to do to harden the respective system
MFD - Reference number in the Defense Information Systems Agency document entitled Multi-Function Device (MFD) and Printer Checklist for Sharing Peripherals Across the Network.
UT Note - The notes at the bottom of the pages provide additional detail about the step for the university computing environment.
Cat I - For systems that include category I data, required steps are denoted with the ! symbol. All steps are recommended.
Cat II/III - For systems that include category II or III data, all steps are recommended, and some are required (denoted by the !).
|Step||√||To Do||MFD||UT Note||Cat I||Cat II/III||Min Std|
|Preparation and Installation|
|1||If machine is a new install, protect it from hostile network traffic, until the operating system Is installed and hardened||§||!||4.5.1|
|2||Disable all protocols other than IP if they are not being utilized||01.001||§||!||4.5.4|
|3||Move to campus-routed IP space (not on public networks)||01.002||§||!|
|4||Restrict printing/copying/faxing/scanning to the minimum number of subnets practical for the device to function for its group of users||01.003||!||4.5.5|
|5||Use secure communications||§||!||4.5.6|
|6||Change default passwords and SNMP community strings||02.001||!||!||4.5.13|
|7||Ensure the MFD maintains its configuration state after power-down or reboot. If a full reset is performed, ensure that a process is in place to reconfigure the MFD back to its production state||02.002||!|
|8||Disable unneeded management protocols||02.003||§||!||4.5.4|
|9||Upgrade to patched firmware expediently, in a manner consistent with change control processes||02.004||!||!||4.5.2|
|10||Utilize automated patching notification, if available||§||!||!||4.5.3|
|11||Only allow specific, trusted subnets or hosts to manage the MFD||02.005||!|
|12||Limit print/copy/fax/scan services to required protocols.||03.001||§||!||4.5.4|
|13||If hard disk functionality is enabled, configure the MFD to remove spooled files, images, and other temporary data using a secure overwrite between jobs||07.001||§||!|
|14||Ensure that the MFD provides secure storage for Confidential (Category-I) University Data||§||!||4.5.7|
|15||Ensure that logging is enabled on MFDs||06.001||!||4.6.1|
|16||Review logs on a routine basis||06.006||!||4.6.2|
|17||Ensure that logging follows data retention policies||!||4.6.3|
|18||Physically secure the MFD in areas with restricted access.||§||!||4.4.1|
|19||Lock and prevent access to the hard disk||08.001||§||!||4.4.1|
|20||Ensure that only printer administrators can modify the global configuration from the console by requiring a password||08.002||!||4.5.14|
|21||Ensure that sensitive data is disposed of at device end-of-life||§||!||4.5.7|
UT Note: Addendum
This list provides specific tasks related to the computing environment at The University of Texas at Austin.
If other alternatives are unavailable, this can be accomplished by installing a SOHO router/firewall in between the network and the host to be protected. Performing as much of the configuration as possible while the MFD is not plugged into the network is another alternative.
Some printers support non-IP based protocols for compatibility with legacy systems. These might include AppleTalk and IPX/SPX. These protocols are more difficult to monitor and secure, and should be disabled if they are not being used.
Giving MFDs static IP addresses or DHCP reservations makes it easier to monitor them and apply access lists on hardware-based firewalls. Consider placing sensitive MFDs on their own VLAN, which may make them easier to identify and secure. It is also strongly advised to give MFDs campus-routed RFC 1918 addresses so that they are not accessible from the Internet. It is rare that an MFD needs to be accessed from off-campus, and a VPN can be used in those instances.
Examples of ways to provide secure communications:
Examples of management protocols that can possibly be disabled:
MFD upgrades are often manual processes. Patch update notifications might include e-mails from the manufacturer or leasing company.
Examples of possible protocols:
Some MFDs may include the ability to securely erase job-related files in between jobs. Others might require an optional security kit from the manufacturer.
Some ways to provide secure storage on MFDs:
The level of confidentiality required dictates how MFDs are physically placed. Examples might include:
If the MFD has a removable hard drive option, then ensure that the drive is locked into the device.
For those devices that are not under a specific lease/contract which specifies special handling of the hard drives, follow the university's Hard Drive Destruction Procedures
UT Note: Addendum
- DISA Sharing Peripherals Across the Network Security Technical Implementation Guide, Version 1, Release 1
- DISA Multi-Function Device (MFD) and Printer Checklist for Sharing Peripherals Across the Network Security Technical Implementation Guide, Version 1, Release 1.2
- HP LaserJet 4345 MFP Security Checklist
- HP Secure Imaging and Printing
- Canon imagerRUNNER Security Kit
- UT Austin Minimum Security Standards for Systems
- UT Austin Minimum Security Standards for Data Stewardship
- UT Austin Data Encryption Guidelines
- UT Austin ISO Consensus Papers
- SANS Institute Gold Paper: Auditing and Securing Multifunction Devices