Multi-function printers (MFP) can scan, copy, fax, and print. The lowly office copier can now send emails, host web-based administrative pages, and even tell you when the ink is low. While doing all that, MFPs can store image files on onboard hard drives, which can contain sensitive, personally identifiable information (PII). Compliance with standards/laws such as PCI-DSS, HIPAA, Sarbanes Oxley, state privacy laws, etc., may force MFPs to be secured.
SecureState suggests some general questions to ask when trying to understand the criticality of these copier systems and to show some due diligence:
• Are these devices accessible on the network? If so, how is “Administrative” access controlled?
• How long are the image files retained on these systems?
• If the copier is compromised, can the attackers capture sensitive data?
• If a hard drive fails, does the replacement process follow the usual standard for securely destroying the disk?
• What are some of the services enabled on these devices? Is there an administrative website, SNMP client, or SMTP server? How about the accounts and passwords of the administrative websites; are they set to default accounts and passwords?
SecureState says If you answered “No” or “I don’t know” to these questions, some of the issues more than likely need to be addressed.
Just like any network appliance, MFPs and other print devices are small computers connected to the network that have memory, storage, processors, an operating system, and full-fledged web servers. These devices can hold sensitive information. Before that old printer is decommissioned, ensure the copier hard drive is securely wiped. If the existing device does not have advanced security options such as disk encryption or immediately overwriting data, the hard drive should be removed and securely wiped or destroyed separately before being decommissioned.
Recommended best practices
Recommended best practices for multi-function printers and copiers with disk drives:
- Review vendor security configuration guides
- Develop a standard configuration and check regularly
- Enable immediate image to overwrite and schedule regular off-hours overwrite (DoD 3 pass)
- Enable encryption (minimum 128-bit AES)
- Use encryption and secure protocols such as IPSec, SSL, and SNMPv3 if network-enabled.
- Regularly review copier vendor security bulletins.
- Enable authentication and authorization (if possible, use network credentials)
- Change admin password regularly
- Enable audit log and review periodically
- Treat network-enabled devices like any other computer on the network
- Purchase a device that has an EAL2 Common Criteria certification
If the copier processes restricted data, it MUST have encryption and image overwrite. For devices that process restricted data but do not have the necessary security features:
If possible, buy the required security modules and enable the features.- If security features cannot be purchased or enabled, replace the copier as soon as appropriate and have the hard drive removed and destroyed.
By Copier Vendor
Xerox—Newer Xerox (XRX) devices have security features that often need to be turned on. For more information, see the Xerox Information Security Guides.
Ricoh—Security options for Ricoh’s (7752) have to be purchased separately. For more information, see the Ricoh Common Security Features Guide (PDF).
Canon—Security options for Canon (CAJ) devices must be purchased separately. For more information, see Canon Security Solutions for iR and iP Devices (PDF).
HP – All HP (HPQ) multi-function printers have hard drives.
There is a disk-wipe utility for all MFPs.- This utility is not installed by default and must be downloaded from HP.COM. It is protected by an admin account and password.
- The admin can configure the utility to do a printer disk wipe daily.
- Some non-MFP HP printers may have hard drives. These printers will have an occupied EIO card (with a resident hard drive) in the slot next to the network card. Viewing the printer’s external case, this EIO card should be physically evident.
- Third-party disk wipe utility cannot be used against HP MFP hard drives without removing the drive from the card, which is likely to damage the card and, possibly, the hard drive.
- Non-MFPs with hard drives are rare and may be purchased for particular purposes.
- Non-MFPs with hard drives and network connections can be remotely disk wiped. Non-MFPs with a hard drive but without a network connection need to be handled by HP.
- The agreements should include a defective media retention provision for leased HP printers that permits the lessor to keep the hard drive before releasing the printer.
- The WebJetAdmin tool, downloadable from HP.COM, can scan a network subnet and identify HP printers (and non-HP printers if the tool has an MIB for the non-HP printer).
rb-
All they focused on was the costs; they did not ask any of the due diligence questions pointed out in this post. They had no plans on wiping the HDDs on the 12 networked copy/scan/print Ricohs. It is pretty clear that all the info on the HDDs was bound for South America or else on the secondary market, as I wrote about here.
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Ralph Bach has been in IT long enough to know better and has blogged from his Bach Seat about IT, careers, and anything else that catches his attention since 2005. You can follow him on LinkedIn, Facebook, and Twitter. Email the Bach Seat here.
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