PE-5: Access Control for Output Devices

PE-5 requires you to control physical access to output from your organization-defined output devices (for example, printers, copiers, fax, plotters, and similar devices) so unauthorized people cannot obtain printed pages or other output. Operationalize it by inventorying output devices, setting secure release and placement rules, and keeping repeatable evidence that output is protected end-to-end. (NIST SP 800-53 Rev. 5 OSCAL JSON)

Key takeaways:

• Define which “output devices” are in scope and treat their output as a data handling channel, not a facilities afterthought. (NIST SP 800-53 Rev. 5 OSCAL JSON)
• Put technical controls (secure/pull print, authenticated release) and physical controls (restricted areas, locked trays, badges) around device output. (NIST SP 800-53 Rev. 5 OSCAL JSON)
• Keep assessor-ready evidence: device inventory, configurations, site photos/floor plans, procedures, and periodic checks tied to a named control owner. (NIST SP 800-53 Rev. 5 OSCAL JSON)

PE-5: Access Control for Output Devices sounds narrow, but it shows up in assessments because it is easy to overlook and easy to test. If your environment prints anything sensitive, an unattended output tray is a quiet data exfil path. Assessors often validate this control with a walkthrough: they look for devices in public areas, check whether print jobs can be released without authentication, and ask how you prevent “walk-by pickup.”

The control statement is short, which creates an implementation gap: teams assume badge-controlled offices are enough, while actual output may be produced in shared spaces (lobbies, multi-tenant floors, hospital units, open-plan work areas, mailrooms, or managed print rooms). PE-5 is also relevant for third parties that host output devices on your behalf (managed print service providers, co-location offices, or outsourced mail operations). You still need a clear rule: who can access output, where it can be produced, how long it may sit, and what happens to misprints.

This page gives requirement-level guidance you can execute quickly: define scope, pick a control pattern, roll it into procedures, and collect the evidence that makes PE-5 easy to defend in audits.

Regulatory text

Requirement (verbatim excerpt): “Control physical access to output from {{ insert: param, pe-05_odp }} to prevent unauthorized individuals from obtaining the output.” (NIST SP 800-53 Rev. 5 OSCAL JSON)

Operator interpretation: you must prevent unauthorized people from getting output produced by output devices you define as in scope. “Output” includes printed pages, labels, forms, receipts, reports, and any physical media produced by these devices. “Control physical access” means you cannot rely on good intentions; you need concrete administrative, technical, and physical measures that make unauthorized pickup unlikely and detectable. (NIST SP 800-53 Rev. 5 OSCAL JSON)

Plain-English interpretation (what the control is really asking)

PE-5 expects three things:

1. You decided what devices are “output devices” for your system (printers and multi-function devices are the usual starting point). (NIST SP 800-53 Rev. 5 OSCAL JSON)
2. You implemented protections that match risk and location (a printer in a locked records room can be handled differently than a shared device near a lobby).
3. You can prove it operates consistently with documentation and repeatable checks. “We tell staff to pick up prints quickly” rarely survives an audit by itself.

Who it applies to

Entity scope

• Federal information systems and contractor systems handling federal data adopting NIST SP 800-53 controls (for example, as part of an ATO, agency security requirements, or flow-down expectations). (NIST SP 800-53 Rev. 5 OSCAL JSON)

Operational contexts that commonly trigger PE-5 scrutiny

• Shared office printers supporting HR, legal, finance, security, or executive teams.
• Healthcare, education, or call-center floors where foot traffic is high.
• Manufacturing/warehouse label printers and shipping stations.
• Mailrooms and print shops (internal or outsourced).
• Remote offices or co-working spaces with shared devices.
• Third-party managed print services where devices are administered by an external provider but output lands in your space.

What you actually need to do (step-by-step)

Use the sequence below to implement the pe-5: access control for output devices requirement with minimal ambiguity.

Step 1: Define “output devices” and in-scope output

• Document your organization-defined output device population (the control’s placeholder means you must define what counts). (NIST SP 800-53 Rev. 5 OSCAL JSON)
• Typical in-scope items: printers, copiers/MFDs, check printers, label printers, fax (physical output), plotters.
• Define “sensitive output” categories (examples: regulated data, federal data, credentials, customer records, security logs, audit reports). Keep this aligned to your data classification standard if you have one.

Deliverable: PE-5 scope statement (one page) + list of device types in scope.

Step 2: Build and maintain an output device inventory

• Compile a list of all in-scope devices with: location, model, network/USB status, admin owner, and whether it supports authenticated release.
• Include devices operated by third parties on your premises or under a managed print contract.

Deliverable: Output device inventory (spreadsheet or CMDB export) tied to a named control owner. (NIST SP 800-53 Rev. 5 OSCAL JSON)

Step 3: Choose a control pattern per location (decision matrix)

Pick a standard pattern and apply it consistently.

Location/risk	Minimum expectation	Stronger pattern (common in audits)
Public or semi-public area (lobby, shared floor)	No sensitive output permitted OR device moved	Secure/pull printing + badge/PIN release; output trays not accessible without release
Controlled office suite	Device placed away from visitors; staff procedures	Authenticated release for sensitive queues; restricted printing groups
Records room / secured room	Door access controls limit who can enter	Locked output bins; logging of print events; periodic spot checks
Warehouse/label station	Physical supervision and restricted access	Dedicated devices; output only relevant to station; misprint shredding nearby

Deliverable: Standard(s) for output protection by zone.

Step 4: Implement technical controls where feasible

Common technical implementations that satisfy “prevent unauthorized individuals”:

• Secure/Pull print: user authenticates at device (badge, PIN, SSO) before output prints.
• Hold/release for sensitive queues: sensitive jobs never auto-print.
• Role-based printer access: restrict who can send jobs to high-risk printers.
• Device logging (where supported): record user, time, device, job metadata.

If a device cannot support authentication, treat it as higher physical risk and compensate with stricter placement and procedures.

Deliverable: Printer/MFD configuration standards + screenshots/exports of key settings.

Step 5: Implement physical and procedural controls

You need physical access control around output, not just around buildings.

• Place devices to reduce casual access (inside staff-only zones; not next to waiting areas).
• Use locked rooms or badge-controlled areas for high-sensitivity output.
• Require immediate pickup for sensitive jobs; define what “immediate” means in your internal procedure without using vague language.
• Provide secure disposal (locked shred bins) next to high-volume devices; require shredding of misprints and test pages.
• Post minimal signage: “Do not leave output unattended” plus escalation contact for abandoned output.

Deliverable: Output handling procedure + facility placement notes (floor plan markups or photos).

Step 6: Assign ownership and cadence for evidence

PE-5 fails in audits more often due to weak evidence than weak intent.

• Name a control owner (often Facilities + IT + Security shared responsibility).
• Define a check: periodic walkthroughs of printer areas, sampling devices for secure release enabled, and verifying no sensitive printers sit in uncontrolled areas. (NIST SP 800-53 Rev. 5 OSCAL JSON)
• Track exceptions with compensating controls and an expiration date.

Deliverable: Control narrative mapping PE-5 to owner, procedure, and recurring evidence artifacts. (NIST SP 800-53 Rev. 5 OSCAL JSON)

Step 7: Address third-party operated printing

If a third party manages devices or mail/print operations:

• Add contract requirements for secure release, device configuration control, and incident notification if output is exposed.
• Require access logs or attestation artifacts aligned to your PE-5 evidence list.

Deliverable: Contract clauses / third-party requirements + review record.

Required evidence and artifacts to retain

Assessors typically want both “design” and “operating” evidence. Keep:

• PE-5 scope statement defining in-scope output devices. (NIST SP 800-53 Rev. 5 OSCAL JSON)
• Output device inventory with locations and owners.
• Configuration evidence: secure print settings, authentication methods, logging settings (screenshots, exported configs, or MPS portal reports).
• Facilities evidence: photos showing device placement, restricted access points, locked rooms, shred bins.
• Output handling procedure (pickup, misprints, abandoned output, disposal).
• Walkthrough/inspection logs and remediation tickets.
• Exceptions register with compensating controls and review dates.
• Third-party attestations or contract language (if applicable).

Practical tip: Store artifacts in a single PE-5 evidence folder with a simple index. Daydream can help map PE-5 to the owner, procedure, and recurring evidence artifacts so evidence collection becomes routine rather than scramble-driven. (NIST SP 800-53 Rev. 5 OSCAL JSON)

Common exam/audit questions and hangups

• “Which devices are included in your ‘output devices’ definition for PE-5?” (NIST SP 800-53 Rev. 5 OSCAL JSON)
• “Can someone walk up and collect printouts without authenticating?”
• “Show me how you prevent sensitive output in public areas.”
• “What happens to misprints and abandoned print jobs?”
• “How do you verify this control is operating, not just documented?”
• “Do third parties manage any printers or mail operations, and what controls apply?”

Hangups:

• Undefined scope (“all printers” vs “some printers”) with no written rationale.
• Reliance on “the office is badge-access” while devices are accessible to visitors once inside.
• No operating evidence (no checks, no tickets, no sampling).

Frequent implementation mistakes (and fixes)

1. Mistake: Treating PE-5 as a facilities-only control.
   Fix: Make it shared between IT (configuration), Facilities (placement/access), and Security/GRC (requirements and evidence).

2. Mistake: Secure print enabled only for a few users “who asked.”
   Fix: Standardize by queue type (sensitive vs general) and by location risk.

3. Mistake: No rule for abandoned output.
   Fix: Add a procedure: how long output can remain, who can clear it, where it’s stored temporarily, and how it’s disposed.

4. Mistake: Ignoring label printers and specialty devices.
   Fix: Include non-office output devices in the inventory and apply physical controls if authentication is not possible.

5. Mistake: Evidence scattered across teams.
   Fix: Maintain a PE-5 evidence index and recurring evidence schedule tied to a single control owner. (NIST SP 800-53 Rev. 5 OSCAL JSON)

Enforcement context and risk implications

No public enforcement cases were provided in the supplied source catalog for this requirement. The practical risk is straightforward: exposed print output can trigger confidentiality breaches, incident response obligations, and audit findings. PE-5 is also a “walkthrough-friendly” control; a single unsecured printer in the wrong place can undermine your narrative quickly.

Practical 30/60/90-day execution plan

First 30 days (stabilize and define)

• Write the PE-5 scope statement (what devices count, what output is sensitive). (NIST SP 800-53 Rev. 5 OSCAL JSON)
• Build the initial output device inventory with locations and owners.
• Identify high-risk placements (public/semi-public areas) and implement quick physical mitigations (relocation, restrict access, signage).
• Draft the output handling procedure (pickup, misprints, abandoned output, disposal).

Days 31–60 (standardize controls)

• Roll out secure/pull printing for high-risk locations and sensitive queues where supported.
• Define a standard configuration baseline for MFDs/printers and align IT operations to it.
• Put in place a walkthrough checklist and start collecting operating evidence (inspection logs + remediation tickets).
• Add third-party requirements for any managed print/mail providers.

Days 61–90 (make it repeatable)

• Expand technical controls to remaining in-scope devices based on the location decision matrix.
• Formalize exception management with compensating controls and review triggers.
• Run an internal mock audit: sample devices, verify secure release, verify placement, pull evidence from the PE-5 folder.
• In Daydream, map PE-5 to the control owner, implementation procedure, and recurring evidence artifacts so evidence is produced on schedule. (NIST SP 800-53 Rev. 5 OSCAL JSON)

Frequently Asked Questions

Does PE-5 require secure/pull printing everywhere?

PE-5 requires controlling physical access to output so unauthorized individuals cannot obtain it. (NIST SP 800-53 Rev. 5 OSCAL JSON) Secure/pull printing is a common way to meet that expectation in shared areas, but controlled rooms and dedicated devices can also work if access is effectively restricted and evidenced.

What counts as an “output device” for PE-5?

The control explicitly uses an organization-defined parameter for the output device population, so you must define what’s included. (NIST SP 800-53 Rev. 5 OSCAL JSON) Start with printers and MFDs, then add specialty printers (labels, checks, forms) where the output could expose sensitive data.

We have badge-controlled offices. Is that enough?

Sometimes, but auditors often look for device-level safeguards in areas with visitors, shared workspaces, or mixed-tenancy access. You need evidence that unauthorized people cannot obtain output, which may require device authentication, placement changes, or both. (NIST SP 800-53 Rev. 5 OSCAL JSON)

How do we handle misprints and abandoned printouts?

Define a procedure: who is allowed to clear output, where it goes temporarily, and how it is disposed (for example, shredding). Keep operating evidence that the process is followed, such as walkthrough logs and remediation tickets.

What evidence is most persuasive in an assessment?

Assessors like to see a tight chain: inventory, configuration proof, physical placement proof, and recurring checks tied to an owner. Mapping PE-5 to owner, procedure, and recurring evidence artifacts reduces gaps. (NIST SP 800-53 Rev. 5 OSCAL JSON)

If a third party manages our printers, can we push PE-5 to them?

You can contractually require them to operate controls, but you still own the requirement for your system boundary and need evidence. Keep contract clauses, attestations, and any portal reports that show secure release and access restrictions are in place. (NIST SP 800-53 Rev. 5 OSCAL JSON)