ASD ISM 1854 Human users authenticate to MFDs before printing, scanning or copying
What it says
Human users authenticate to MFDs before they can print, scan or copy documents.
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What it means
In plain EnglishMultifunction devices stay locked until a person proves who they are, so nobody can print, scan or copy documents anonymously or without permission.
A multifunction device (MFD) is the office printer that also scans and copies. This control says the device must not let a person print, scan or copy anything until that person has authenticated, for example by entering a PIN, tapping a badge or signing in with their organisational account. Why it matters: an MFD is a doorway for documents. Anyone who can walk up to an unlocked device can print files held in its queue, copy sensitive paperwork, or scan documents and send them to an outside email address or storage location. Because the device is shared, none of that activity can be tied to a person unless the device knows who is using it. Requiring authentication before any of the three functions is available means the device only works for approved people, and every job can be linked to a named individual.
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Why it matters
If people can print, scan or copy on an MFD without authenticating, sensitive documents can be copied, scanned out of the organisation or collected from the output tray by anyone with physical access, including visitors, contractors and cleaners. Because the jobs are anonymous, the organisation cannot tell who released or copied a document, cannot investigate a leak with confidence, and cannot hold anyone accountable for misuse of the device.
How to implement
The ICT or print services team enables user authentication on every MFD's control panel and print server so that print, scan and copy functions are all locked behind a sign-in, and disables any guest, public or walk-up mode that would allow use without authenticating.
The ICT team connects each MFD to the organisation's directory or print management platform so that staff authenticate with their existing organisational account, PIN or access card rather than local device-only accounts.
The ICT team configures printing as a held or secure-release queue so that jobs are only printed after the person authenticates at the device, rather than printing immediately to the output tray.
The asset or print services owner keeps a register of all MFDs and checks each one against the register when it is installed, replaced, reset or updated, confirming authentication is still enforced for print, scan and copy before it is returned to service.
The people or HR team, working with ICT, includes MFD access in joiner and leaver processes so that new staff are provisioned with credentials or cards and departing staff have their MFD access disabled on their last day.
Keep it running
Day to day, this control lives in the MFD's configuration and the account or card system behind it. Keep the authentication requirement switched on for all three functions (print, scan and copy) on every MFD, including devices in low-traffic areas, replacement units and loaner devices. When a new MFD is installed or an existing one is reset, factory-restored or upgraded, re-check that authentication is enforced before it goes back into service.
Keep the set of people who can authenticate current: onboard new staff so they can use the devices, and remove or disable access for people who leave. If badges or PINs are used, handle lost badges and forgotten PINs promptly so people are not tempted to bypass the control. Watch for walk-up "guest" or "public" modes being enabled by helpdesk staff to solve a printing complaint, and periodically confirm on the device itself that an unauthenticated user really cannot print, scan or copy.
Evidence and audit
- Check 1 of 5What an auditor asks for
Ask for
Ask for the register or inventory of all multifunction devices in use, including any in branch offices or shared areas.
Look at
Compare the register against what you see on a walk-through and check whether every listed device is stated to enforce authentication for print, scan and copy.
Good evidence
Every MFD in use appears on the register and each one is recorded as requiring user authentication for all three functions.
- Check 2 of 5What an auditor asks for
Ask for
Ask for configuration screenshots or exports from a sample of MFDs and from the print management server.
Look at
Check the settings that require sign-in before printing, scanning and copying, and look for any guest, public or walk-up modes that are enabled.
Good evidence
Authentication is switched on for print, scan and copy on every sampled device and no unauthenticated access mode is enabled.
- Check 3 of 5What an auditor asks for
Ask for
Ask to observe someone approaching an MFD and attempting to print, scan or copy without signing in.
Look at
See whether the device refuses each of the three functions until the person authenticates with a PIN, card or account.
Good evidence
The device blocks printing, scanning and copying until the user authenticates, and each function works only after sign-in.
- Check 4 of 5What an auditor asks for
Ask for
Ask for device or print server logs covering a recent period.
Look at
Check whether each print, scan and copy job is attributed to a named authenticated user, and look for jobs with no user or a generic user.
Good evidence
Every job in the log is tied to an identifiable authenticated user and there are no anonymous or shared-account jobs.
- Check 5 of 5What an auditor asks for
Ask for
Ask for the process used when an MFD is installed, replaced, reset or upgraded, and for recent leaver records.
Look at
Check that the process includes re-confirming authentication before the device returns to service, and that departed staff no longer have MFD access.
Good evidence
Recent device changes show authentication was verified afterwards, and sampled leavers cannot authenticate to any MFD.
Mappings
Closest match in ISO/IEC 27001: A.5.15, Access control policies and procedures, which this control partially meets.
ISO/IEC 27001: 3 mappings
This control partially meets A.5.15.
ISM-1854 mandates user authentication at MFDs before use. Annex A 5.15 involves governing access to information assets based on security requirements. ISM-1854 implements this for MFDs specifically but doesn't cover the complete policy framework.
This control partially meets A.8.3.
ISM-1854 requires MFD access to be restricted by user authentication. Annex A 8.3 requires restricting access to information assets per the organisation's policy, including peripherals like MFDs. ISM-1854 is a specific pattern aiding Annex A 8.3 compliance for MFDs, while Annex A 8.3 applies more broadly.
This control partially meets A.8.5.
ISM-1854 requires users to authenticate directly to MFDs before using their functions. Annex A 8.5 requires organisations to implement secure authentication based on access restrictions, which includes selecting appropriate mechanisms. ISM-1854 is a specific application of Annex A 8.5 in the MFD context.
ASD Essential Eight: 1 mapping
This control partially overlaps E8-MF-ML2.2.
ISM-1854 requires human users to authenticate at multifunction devices (MFDs) before they can print, scan or copy, supporting accountability. E8-MF-ML2.2 requires multi-factor authentication (MFA) for unprivileged user access to systems, which may include MFDs treated as systems or using system authentication. ISM-1854 does not mandate MFA, while E8-MF-ML2.2 addresses authentication strength broadly, but not specifically for MFDs.
Mappings show how controls relate across frameworks. They do not imply full equivalence or certification.