Multi-Function_Device_Standard.pdf
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- Attached to
- Scanning and Digital File Management Services
- Solicitation number
- 2026-RFP-1634
- Issued by
- San Mateo County, California
About this file
This is a Multi-Function Device (MFD) Standard document issued by the County of San Mateo, establishing mandatory requirements for the procurement, implementation, and operation of multi-function devices across county departments. The standard applies to any department installing new MFDs or managing previously installed equipment and requires that all MFDs be attached to the network only with involvement and approval from the department's IT staff or Information Services Department (ISD). The document was originally established on July 1, 2010, and was updated on April 11, 2018, to address evolving security threats and technological capabilities.
The standard mandates comprehensive security controls addressing device configuration, network isolation, and data protection. Key requirements include replacing default administrative passwords with complex credentials, disabling dial-in diagnostic capabilities and unnecessary management protocols (DHCP, FTP, LDAP, POP3, SMTP, IPX, BONJOUR, BOOTP), restricting remote management to authorized IT personnel from non-publicized IP addresses, and implementing firewall controls with Virtual Local Area Network (VLAN) isolation. For MFDs processing or storing data, the standard requires compliance with county policies on computer operating systems, configuration management, and patch management. The document prohibits confidential or sensitive documents from leaving the county network via email and restricts broadcast faxes and large group email distributions. Lease and purchase agreements must include clauses allowing the county to maintain physical custody of hard drives, with provisions for secure sanitization or destruction before end-of-life transfer and the capability for hard drive overwriting after each use. Additionally, the standard addresses physical security for removable hard drives, print spooler restrictions to prevent denial-of-service attacks, and comprehensive audit trail capabilities to support incident response and identification of staff with access to stored data.
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Text version
COUNTY OF SAN MATEO
P a g e 1 | 3
Multi-Function Device (MFD) Standard
Updated: 4/11/2018
Overview
A Multi-Function Device (MFD) is an office machine that incorporates the functionality of multiple devices into one and generally provides centralized document management, distribution, and production in an office setting. A MFD may act as a combination of some or all of the following devices: printer, copier, scanner, fax, and email. MFDs can help reduce organizational costs, support greening and environmental efforts, and increase employee productivity. There are, however, security risks associated with the use of MFDs if they not properly configured and secured. These risks include interruption of a user’s access caused by malicious intent (i.e., a “denial of service attack”) and the compromising of personal and confidential information. The procurement, implementation, and operation of MFDs must be properly managed by both the department as well as the department’s IT staff and/or Information Services Department (ISD) staff.
Purpose
The purpose of this standard is to ensure that device access and user management controls are implemented. These controls shall include well-documented procedures that identify:
1) prohibited practices related to the MFDs;
2) procedures for procuring or connecting the MFDs; and
3) sufficient manufacturer technical specification reviews, configurations, and testing to support the County’s security policy requirements as a mitigation strategy against any potential threats and risk.
Scope
The standard and guidance is applicable to any department considering the installation of MFDs or with previously installed MFDs.
Standard
No MFDs should be attached to the network without the involvement and approval of the department’s IT staff or the Information Services Department (ISD).
Staff IT or ISD shall be involved in all MFDs set-up/implementation.
MFDs shall comply with all applicable County policies.
Any MFDs that processes or stores data shall be in compliance with internal policies, including, but not limited to, those related to computer operating systems, configuration management, and patch management.
Scanned confidential or sensitive documents are prohibited from leaving the County network using email.
All email transmissions from a MFD shall comply with existing email policies and practices, including:
o Broadcast inbound or outbound faxes, scanned documents sent using email from a MFD for large group distribution shall be prohibited.
Agreements for MFDs that are purchased or leased shall contain a clause that allows the department to maintain physical custody of the hard drive when repairs are required or at end of life. Lease agreements shall also include the following provisions:
o The hard drive shall be securely sanitized or destroyed before the transfer and disposition of the MFD occurs.
o The hard drive has the capability to be overwritten after each use.
o The hard drive shall be swapped and/or returned during a service call.
Configuring the MFD
Any default administrative passwords shall be replaced with complex passwords as indicated in the County’s password guidelines.
Proper email configuration shall occur for all email settings on MFDs including valid “From Address,” SMTP Server Address, Maximum Email Size, etc.
Dial-in diagnostic capabilities shall be disabled.
MFDs shall not be reachable from the internet to prevent unauthorized remote control and printing.
o Scanned documents shall not be sent directly to the Internet, particularly if the documents contain sensitive or confidential information.
All software applications on the MFDs that are not required or approved for the operation of the MFDs shall be deleted.
MFDs shall be flash upgradeable and configured to use the most current firmware available.
All unneeded management protocols and services (i.e., DHCP, FTP, LDAP, POP3, SMTP, IPX, BONJOUR, and BOOTP) shall be disabled.
MFDs shall only be remotely managed by authorized IT administrator personnel from specific (non-publicized) Internet Protocol (IP) addresses.
MFDs shall be configured to prevent unauthorized users from altering the global configuration.
The re-print feature shall be disabled.
MFDs shall maintain its configuration state (passwords, service settings, etc.) after a power down or reboot occurs.
Physical security shall be established for any MFDs that has removable hard drives.
o It must be verified that MFDs have a mechanism to lock and prevent unauthorized access to the hard drive. Keys shall be kept in a secure location.
For MFDs where print spoolers are used:
o MFDs shall be configured to restrict jobs to only print spoolers and cannot directly accept one or more large print jobs from unauthorized users to prevent any denial of service attacks.
IP address restrictions shall be implemented if supported.
MFDs shall be placed behind a firewall, switch, or router with an appropriate discretionary access control (DAC) list if IP address restrictions are not supported.
o Print spoolers shall be configured to restrict access to authorized users and restrict users to managing their own individual print jobs.
o MFDs and their spoolers shall be configured to have fully enabled audit capabilities.
In the event of a security incident and/or privacy breach, all staff with access to the data stored on the MFD shall be identified.
Configure the Network
The following network configuration guidance applies to MFD implementations:
o MFDs shall be isolated on the local area network utilizing Virtual Local Area network (VLAN), switches, or router controls.
o Each MFD shall be assigned a static IP address so that if the Domain Name
System (DNS) cache is poisoned or corrupted, print files containing sensitive data cannot be redirected leading to a further compromise of sensitive data.
o A firewall or “Route Rule” shall be established to block all ingress and egress of traffic from outside of the County’s network to the MFDs.
Revision History
Effective Date Changes Made
July 1, 2010 Standard established
April 11, 2018 Standard updated
File details come from the government source that posted it. Updated .