# Media Protection Policy

**Template version:** 1.0.0 · **Baseline:** High · **Edition:** Ready to adopt · **NIST basis:** SP 800-53 Rev. 5, release 5.2.0

*Tailor this template before adoption; it is not legal advice.* Latest version: <https://kston83.github.io/nist-guide/templates/policies/mp/>. Dedicated to the public domain under CC0 1.0 (<https://creativecommons.org/publicdomain/zero/1.0/>): adopt and change it without attribution.

## Purpose

This policy states what [Organization name] requires for Media Protection, and who is accountable for meeting those requirements. (MP-1a.1(a))

## Scope

This policy applies at the [Select one or more: organization-level; mission/business process-level; system-level. Typical: organization-level] to every system that [Organization name] owns or operates, or that is operated on its behalf, and to every person with access to those systems, including employees, contractors and partners. (MP-1a.1(a))

## Roles and responsibilities

- The [Chief Information Security Officer] is accountable for this policy and shall approve exceptions to it. (MP-1a.1(a))
- The [Fill in: an official to manage the media protection policy and procedures. Typical: Chief Information Security Officer] shall manage the development, documentation and dissemination of this policy and its procedures. (MP-1b)
- Each [System owner] shall implement this policy for their system and document how in the system security plan. (MP-1a.1(a))
- Each person within scope shall follow this policy and report suspected violations to the [Chief Information Security Officer]. (MP-1a.1(a))

## Management commitment

The [Senior leader] approves this policy and shall provide the resources needed to implement it. (MP-1a.1(a))

## Coordination

The [Chief Information Security Officer] shall coordinate this policy with the legal, privacy, human resources and procurement functions, and with the owners of related policies, before each approval. (MP-1a.1(a))

## Compliance

- This policy shall be consistent with the laws, executive orders, directives, regulations, policies, standards and guidelines that apply to [Organization name], including [Fill in: laws, regulations and standards that apply to the organization]. (MP-1a.1(b))
- The [Chief Information Security Officer] shall review compliance with this policy through the organization's assessment and continuous monitoring activities. (MP-1a.1(a))
- An exception to this policy shall be requested in writing, approved by the [Chief Information Security Officer], time-limited and recorded with its compensating measures. (MP-1a.1(a))
- Violations of this policy shall be handled through the organization's sanctions process. (MP-1a.1(a))

## Procedures

The [Fill in: an official to manage the media protection policy and procedures. Typical: Chief Information Security Officer] shall ensure that documented procedures exist to implement this policy and its associated controls. (MP-1a.2)

## Dissemination

- The [Fill in: an official to manage the media protection policy and procedures. Typical: Chief Information Security Officer] shall disseminate this policy to [Fill in: personnel or roles to whom the media protection policy is to be disseminated. Typical: everyone within its scope, through the policy library]. (MP-1a)
- The [Fill in: an official to manage the media protection policy and procedures. Typical: Chief Information Security Officer] shall disseminate the procedures that implement this policy to [Fill in: personnel or roles to whom the media protection procedures are to be disseminated. Typical: the people who carry them out, and the system owners]. (MP-1a)

## Policy statements

### Media access (MP-2)

- The [System owner] shall restrict access to [Fill in: types of digital media to which access is restricted. Typical: removable and portable storage media (flash drives, external drives, memory cards and optical discs), backup media, and storage removed from service] to [Fill in: personnel or roles authorized to access digital media. Typical: personnel whose access authorizations for the system permit access to the information on the media]. (MP-2)
- The [System owner] shall restrict access to [Fill in: types of non-digital media to which access is restricted. Typical: paper and microfilm containing information not approved for public release, including printed system output] to [Fill in: personnel or roles authorized to access non-digital media. Typical: personnel whose access authorizations permit access to the information on the media]. (MP-2)
- The [System owner] shall enforce these restrictions by storing the media in controlled areas (MP-4) and, for digital media, by encryption whose keys only authorized personnel can use (SC-28(1)). (MP-2)
- The [System owner] shall review the list of people with access to each media library or storage area at least annually, and remove those who no longer need it. (MP-2)

### Media marking (MP-3)

- The [System owner] shall mark system media to indicate the distribution limitations, handling caveats and applicable security markings, if any, of the information they contain. (MP-3a)
- Markings shall use the handling labels defined in [Fill in: the organization's information classification or handling standard], together with any marking that a law, regulation or contract requires for the information. (MP-3a)
- Digital media shall carry the marking on the media themselves where they are large enough, and otherwise on their container. (MP-3a)
- The [System owner] shall exempt [Fill in: types of system media exempt from marking when remaining in controlled areas. Typical: backup media and drives held in automated tape libraries, storage arrays and server enclosures] from marking only while the media remain within [Fill in: controlled areas where media is exempt from marking. Typical: the data center and the media library, where physical access is limited to authorized personnel (PE-3)], and shall mark them before they leave. (MP-3b)

#### Federal systems

Under [32 CFR 2002.20(a)(1)](https://www.ecfr.gov/current/title-32/section-2002.20), agencies and authorized holders must uniformly and conspicuously apply CUI markings to all controlled unclassified information (CUI), in accordance with 32 CFR Part 2002 and the CUI Registry, unless that part or the CUI Executive Agent specifically permits otherwise. Under 2002.20(a)(7), a missing marking does not exempt an authorized holder from the handling requirements. Under 2002.20(a)(8), when marking CUI individually is impractical because of its quantity or nature, or under a limited marking waiver, authorized holders must make recipients aware of its CUI status by an alternate method that is readily apparent, such as signs in storage areas or on containers. As of October 2026.

- The [System owner] shall mark system media containing CUI with CUI markings in accordance with 32 CFR 2002.20 and the CUI Registry. (MP-3a)
- The [System owner] shall not apply the MP-3b exemption to media containing CUI unless their CUI status is shown by an alternate marking method that 32 CFR 2002.20(a)(8) permits, such as signs in the storage area or on the container. (MP-3b)

### Media storage (MP-4)

- The [System owner] shall physically control [Fill in: types of digital media to be physically controlled. Typical: removable and portable storage media, backup media, and storage removed from service and awaiting sanitization] and [Fill in: types of non-digital media to be physically controlled. Typical: paper and microfilm containing information not approved for public release]. (MP-4a)
- The [System owner] shall securely store [Fill in: types of digital media to be securely stored. Typical: removable and portable storage media, backup media, and storage removed from service and awaiting sanitization] within [Fill in: controlled areas within which to securely store digital media. Typical: the data center, the media library, or a locked container in an area with physical access control, with access limited to authorized personnel]. (MP-4a)
- The [System owner] shall securely store [Fill in: types of non-digital media to be securely stored. Typical: paper and microfilm containing information not approved for public release] within [Fill in: controlled areas within which to securely store non-digital media. Typical: locked cabinets, drawers or rooms with access limited to authorized personnel]. (MP-4a)
- The [System owner] shall keep an inventory of the digital media in each media library or store, with check-out and return records, and reconcile it at least quarterly. (MP-4a)
- Digital media stored outside the data center shall be encrypted as the encryption and key management standard requires for removable media (SC-28(1)). (MP-4a)
- The [System owner] shall protect these media until they are destroyed or sanitized using approved equipment, techniques and procedures, keeping media that are awaiting sanitization in the same controlled areas and on the inventory until the sanitization is recorded. (MP-4b)

#### Federal systems

Under [32 CFR 2002.14(c)](https://www.ecfr.gov/current/title-32/section-2002.14), authorized holders of controlled unclassified information (CUI) must take reasonable precautions against its unauthorized disclosure, including establishing and using controlled environments in which to protect it from unauthorized access or disclosure, and, when it is outside a controlled environment, keeping it under the authorized holder's direct control or protecting it with at least one physical barrier. As of October 2026.

- The [System owner] shall store media containing CUI only in controlled environments that meet 32 CFR 2002.14(c), and shall keep such media under an authorized holder's direct control, or behind at least one physical barrier such as a locked container, whenever they are outside a controlled environment. (MP-4a)

### Media transport (MP-5)

- The [System owner] shall protect and control [Fill in: types of system media to protect and control during transport outside of controlled areas. Typical: all digital and non-digital media containing information not approved for public release] during transport outside of controlled areas using [Fill in: controls used to protect system media outside of controlled areas. Typical: encryption of digital media under the encryption and key management standard, and sealed, tamper-evident packaging or locked containers] and [Fill in: controls used to control system media outside of controlled areas. Typical: transport only by authorized personnel or by a courier service with tracking and a signature on delivery, and a chain-of-custody record from release to receipt]. (MP-5a)
- Digital media shall be encrypted before they leave a controlled area, as the encryption and key management standard requires for removable media, and the key or password shall not travel with the media. (MP-5a)
- The [System owner] shall maintain accountability for system media during transport, so that each item can be traced from its release to its receipt. (MP-5b)
- The sender shall confirm receipt of each shipment, and shall report a shipment that does not arrive when expected, or arrives with its packaging opened or damaged, as a security incident under the incident response plan (IR-6). (MP-5b)
- The [System owner] shall document each transport of system media: the media and their identifiers, who released them, the carrier, the recipient, the tracking number where there is one, and the dates of release and receipt. (MP-5c)
- The [System owner] shall designate the personnel authorized to release, carry and receive system media, and shall use external couriers only under a contract or agreement that requires tracking and a signature on delivery. (MP-5d)

#### Federal systems

Under [32 CFR 2002.14(d)](https://www.ecfr.gov/current/title-32/section-2002.14), authorized holders sending controlled unclassified information (CUI) may use the United States Postal Service, any commercial delivery service, or interoffice or interagency mail; should use in-transit automated tracking and accountability tools; and must mark packages that contain CUI as 32 CFR Part 2002 and the CUI Executive Agent's guidance require (see 32 CFR 2002.20). As of October 2026.

- When shipping media containing CUI, the [System owner] shall use the United States Postal Service, a commercial delivery service, or interoffice or interagency mail, with in-transit automated tracking, and shall mark the packages as 32 CFR 2002.14(d) and 2002.20 require. (MP-5a)

### Media sanitization (MP-6)

- The [System owner] shall sanitize [Fill in: system media to be sanitized prior to disposal. Typical: all digital and non-digital system media, including the storage in workstations, laptops, servers, network devices, mobile devices, printers, copiers and scanners] prior to disposal using [Fill in: sanitization techniques and procedures to be used for sanitization prior to disposal. Typical: purge or destroy for digital media, and destruction by shredding or incineration for paper and other hard copy, as the media sanitization procedure sets out following NIST SP 800-88 Rev. 2]. (MP-6a)
- The [System owner] shall sanitize [Fill in: system media to be sanitized prior to release from organizational control. Typical: all digital and non-digital system media, including media returned to a lessor or vendor, exchanged under warranty, or sent off site for repair] prior to release out of organizational control using [Fill in: sanitization techniques and procedures to be used for sanitization prior to release from organizational control. Typical: purge, including cryptographic erase where its conditions are met, as the media sanitization procedure sets out following NIST SP 800-88 Rev. 2; media that cannot be purged and verified are destroyed, not released]. (MP-6a)
- The [System owner] shall sanitize [Fill in: system media to be sanitized prior to release for reuse. Typical: all digital system media reissued to another user, system or part of the organization] prior to release for reuse using [Fill in: sanitization techniques and procedures to be used for sanitization prior to release for reuse. Typical: clear for reuse within the same system or by users with the same access authorizations, and purge for other reuse, as the media sanitization procedure sets out following NIST SP 800-88 Rev. 2]. (MP-6a)
- The [Chief Information Security Officer] shall maintain a media sanitization procedure that follows NIST SP 800-88 Rev. 2 and names, for each media type in use, the sanitization method (clear, purge or destroy), the technique and tool, and how the result is verified. (MP-6a)
- Before media are sanitized, the [System owner] shall confirm that the information on them is not subject to a records retention requirement or legal hold that has not yet been met (SI-12). (MP-6a)
- Storage media that cannot be sanitized by the method the procedure requires, including failed drives, shall be kept within the organization and destroyed, and shall not be released out of organizational control. (MP-6a)
- Each sanitization shall be verified and recorded in the media sanitization record, including the media's identifiers, the method and technique, who performed and verified it, and the date. (MP-6a)
- Where an external provider sanitizes or destroys media, its contract shall specify the method, require a certificate listing each item by serial number, and allow the organization to witness or verify the work. (MP-6a)
- The [System owner] shall employ sanitization mechanisms whose strength and integrity are commensurate with the security category of the information, choosing the method by the confidentiality of the information as NIST SP 800-88 Rev. 2 describes. (MP-6b)
- Clear shall be used only for media that remain under organizational control, and then only for reuse within the same system or by users with the same access authorizations, for low-impact information, or for moderate-impact information where the [System owner] has accepted the residual risk in writing. (MP-6b)
- Storage devices holding moderate- or high-impact information shall be destroyed by disintegration, incineration or melting, or purged first, rather than only shredded or pulverized. (MP-6b)
- Cryptographic erase shall be used only where the media's encryption and key management meet the conditions in NIST SP 800-88 Rev. 2 section 3.2, and the keys are managed under the encryption and key management standard (SC-12). (MP-6b)

#### Federal systems

Under [32 CFR 2002.14(f)](https://www.ecfr.gov/current/title-32/section-2002.14), authorized holders may destroy controlled unclassified information (CUI) when the agency no longer needs it and records disposition schedules published or approved by NARA allow. Agencies destroying CUI, including in electronic form, must make it unreadable, indecipherable and irrecoverable, using any destruction method specifically required by law, regulation or Government-wide policy for that CUI; otherwise, the destruction guidance in NIST SP 800-53 and SP 800-88, or a method approved for classified national security information under 32 CFR 2001.47. Under 2002.14(e)(2), when CUI is reproduced on printers, copiers, scanners or fax machines, the equipment must not retain data, or the agency must sanitize it in accordance with NIST SP 800-53. [NIST SP 800-88 Rev. 2](https://csrc.nist.gov/pubs/sp/800/88/r2/final), section 3.2, states that federal agencies must use encryption modules validated to the current FIPS 140 standard to have assurance in cryptographic erase on self-encrypting drives. As of October 2026.

- The [System owner] shall destroy CUI only when the agency no longer needs it and NARA-approved records disposition schedules allow, and only by a method that 32 CFR 2002.14(f)(2) permits. (MP-6a)
- The [System owner] shall ensure printers, copiers, scanners and fax machines used to reproduce CUI do not retain data, or are sanitized in accordance with NIST SP 800-53, as 32 CFR 2002.14(e)(2) requires. (MP-6a)
- Cryptographic erase shall rely only on encryption modules validated to the current FIPS 140 standard. (MP-6b)

### Review, approve, track, document and verify (MP-6(1))

- The [System owner] shall review and approve each media sanitization and disposal action before it is performed, confirming that records retention requirements are met. (MP-6(1))
- The [System owner] shall track each item of media from its removal from service to its final disposition, so that every item removed has a recorded outcome. (MP-6(1))
- The [System owner] shall document each media sanitization and disposal action in the media sanitization record, including who reviewed and approved it, the type of media, the files or information stored on them, the sanitization method, the date and time, who performed it, the verification and who performed it, and the disposal action taken. (MP-6(1))
- The [System owner] shall verify that the sanitization was effective before the media are disposed of; a result that is not accepted shall be repeated with a different technique or a stronger method. (MP-6(1))

### Equipment testing (MP-6(2))

- The [System owner] shall test sanitization equipment [Fill in: frequency with which to test sanitization equipment. Typical: at least annually, and after the equipment is repaired, relocated or updated] to ensure that the intended sanitization is being achieved. (MP-6(2))
- The [System owner] shall test sanitization procedures [Fill in: frequency with which to test sanitization procedures. Typical: at least annually, and when a new media type, tool or sanitization provider is introduced] to ensure that the intended sanitization is being achieved. (MP-6(2))
- Equipment that fails a test shall not be used until it is repaired and passes a new test, and media sanitized with it since its last passing test shall be sanitized again. (MP-6(2))
- Where an external provider performs sanitization, the contract shall require the provider to test its equipment and procedures at least as often, and to provide the results. (MP-6(2))

### Nondestructive techniques (MP-6(3))

- The [System owner] shall apply nondestructive sanitization techniques to portable storage devices prior to connecting them to the system under the following circumstances: [Fill in: circumstances requiring sanitization of portable storage devices. Typical: before first use of a device newly purchased or received from outside the organization, and whenever the organization cannot maintain a positive chain of custody for the device]. (MP-6(3))
- Portable storage devices shall also be scanned for malicious code before they are connected to the system (SI-3). (MP-6(3))

### Media use (MP-7)

- The [System owner] shall [Select one: restrict; prohibit. Typical: restrict] the use of [Fill in: types of system media to be restricted or prohibited from use on systems or system components. Typical: writable portable storage devices, such as USB flash drives, external hard drives and memory cards, and writable optical media] on [Fill in: systems or system components on which the use of specific types of system media to be restricted or prohibited. Typical: all organizational workstations, laptops and servers] using [Fill in: controls to restrict or prohibit the use of specific types of system media on systems or system components. Typical: endpoint device control that blocks portable storage devices other than encrypted, organization-issued devices assigned to a named owner, with exceptions approved by the system owner and recorded]. (MP-7a)
- Personally owned portable storage devices shall not be connected to organizational systems. (MP-7a)
- The [System owner] shall prohibit the use of portable storage devices in organizational systems when such devices have no identifiable owner. (MP-7b)
- Each organization-issued portable storage device shall be recorded with its owner in the component inventory (CM-8), and personnel shall turn in any device they find whose owner is unknown, without connecting it, to the [Security operations team]. (MP-7b)

## Review and update

- The [Fill in: an official to manage the media protection policy and procedures. Typical: Chief Information Security Officer] shall review and update this policy [Fill in: the frequency with which the current media protection policy is reviewed and updated. Typical: annually] and following [Fill in: events that would require the current media protection policy to be reviewed and updated. Typical: assessment or audit findings, security incidents or breaches, and changes in applicable laws, executive orders, directives, regulations, policies, standards or guidelines]. (MP-1c.1)
- The [Fill in: an official to manage the media protection policy and procedures. Typical: Chief Information Security Officer] shall review and update the procedures that implement this policy [Fill in: the frequency with which the current media protection procedures are reviewed and updated. Typical: annually] and following [Fill in: events that would require media protection procedures to be reviewed and updated. Typical: the same events as the policy, and changes to the systems, tools or services the procedures describe]. (MP-1c.2)

### Federal systems

For federal information systems, this policy also carries out the agency's information security responsibilities under the Federal Information Security Modernization Act of 2014 ([44 U.S.C. § 3554](https://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title44-section3554&num=0&edition=prelim), Federal agency responsibilities) and [OMB Circular A-130](https://www.whitehouse.gov/wp-content/uploads/legacy_drupal_files/omb/circulars/A130/a130revised.pdf), Appendix I, Responsibilities for Protecting and Managing Federal Information Resources.

- Where the agency's organization-wide policy sets a value for a parameter in this policy, each system shall use that value or a stricter one. (MP-1a.1(b))