ASD ISM 0589 Limit document sensitivity on MFDs based on network classification
What it says
MFDs are not used to scan or copy documents above the sensitivity or classification of networks they are connected to.
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What it means
In plain EnglishMultifunction devices should not scan or copy documents that are more sensitive than the network they are connected to can handle.
This control means making sure that office machines like printers and copiers (called Multifunction Devices, or MFDs) don't handle documents that are too sensitive for the network they're on. This matters because if a document is more sensitive than the network's security level, it could fall into the wrong hands, causing data breaches or revealing private information.
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Why it matters
If an MFD scans/copies above its connected network classification, sensitive content can traverse lower networks and be stored on the device, causing data spills.
How to implement
Office managers should identify the classification level of the network that MFDs are connected to.
This involves checking with IT staff or your service provider to determine if the network can handle documents classified as confidential or higher.
IT teams should configure MFDs to restrict access based on their network classification.
This means setting up the MFD so it only scans or copies documents that match the network's allowed sensitivity level, using the device's built-in security features.
Office administrators should inform all staff about the sensitivity limits of documents that can be handled by MFDs.
This can be done by sending out a memo or holding a brief training session explaining which documents can be safely scanned or copied.
Procurement teams should work with IT to purchase MFDs that support document sensitivity controls.
Ensure the devices you buy can be programmed to block or alert users if they attempt to scan documents too sensitive for the connected network.
Regular audits should be set up by the compliance officer to ensure policy adherence.
This means checking logs from the MFDs to see if any attempts to handle too-sensitive documents have been made and addressed accordingly.
Keep it running
Configure MFD scan/copy limits to the connected network classification; disable higher-class modes and restrict scan-to paths (email/SMB/USB) to same-class destinations.
Evidence and audit
- Check 1 of 5What an auditor asks for
Ask for
The network classification policy documentation: Request to see the documents that define the sensitivity levels that networks can handle and which MFDs are connected to them.
Look at
Clear classification levels and descriptions of what each one means.
Good evidence
Shows matched network and MFD classifications.
- Check 2 of 5What an auditor asks for
Ask for
MFD configuration settings: Request the setup details of MFDs to ensure restrictions are applied correctly according to network classification.
Look at
The control settings on the MFDs or relevant software configurations.
Good evidence
Demonstrates clear restrictions for higher-sensitivity documents.
- Check 3 of 5What an auditor asks for
Ask for
Employee training records: Request evidence that staff have been informed about MFD document handling rules.
Look at
Attendance records or copies of emails explaining MFD policies.
Good evidence
Includes proof that staff were trained and understand the limitations.
- Check 4 of 5What an auditor asks for
Ask for
To review MFD usage logs: Request the logs that show usage history on the MFDs to check for any attempts to handle overly sensitive documents.
Look at
Logs that indicate the date, time, and document classification level.
Good evidence
Shows no incidents of policy breach.
- Check 5 of 5What an auditor asks for
Ask for
To see purchasing records specifying MFD requirements: Request contracts or purchase orders that highlight the requirement for MFDs to have document sensitivity settings.
Look at
Clauses or specifications related to sensitivity controls.
Good evidence
Shows proactively purchasing compliant devices.
Mappings
Closest match in ISO/IEC 27001: A.8.12, Data leakage prevention measures, which this control partially meets.
ISO/IEC 27001: 3 mappings
This control partially meets A.8.12.
ISM-0589 requires that MFDs are not used to scan or copy documents above the sensitivity/classification of the network they are connected to. Annex A 8.12 requires data leakage prevention measures across systems, networks and devices that process, store or transmit sensitive information, which would commonly include controls on MFD scan-to-network and copy workflows. ISM-0589 is a specific, device/use-case rule, whereas Annex A 8.12 is broader and can be implemented via multiple technical and procedural DLP mechanisms beyond MFDs.
This control partially overlaps A.8.9.
ISM-0589 requires controlling MFD configuration and use so higher-classified material is not scanned/copied on lower-classified networks. Annex A 8.9 requires configuration management for hardware, software, services and networks, which supports implementing and maintaining MFD settings (e.g. enabled destinations, address books, scan-to-email restrictions) aligned to network classification. ISM-0589 defines the outcome for MFD use, while Annex A 8.9 provides the governance mechanism to ensure MFD configurations remain compliant over time.
This control supports A.5.12.
ISM-0589 requires preventing MFD scanning/copying of documents above the sensitivity/classification of the connected network. Annex A 5.12 establishes the organisation's information classification policy and practices that define what 'above' means and how information is categorised. Without Annex A 5.12 (or an equivalent classification scheme), ISM-0589 cannot be consistently implemented because there is no authoritative basis for sensitivity thresholds and handling rules.
Mappings show how controls relate across frameworks. They do not imply full equivalence or certification.