Connecting a Rented Robot: Agree on Network Access Before Commissioning

A rented robot may need to exchange data with a customer's equipment while also receiving support from the rental provider. Before connecting it, the parties should agree which devices communicate, who approves access and how the temporary connection will be removed. A network cable that reaches the controller is not an authorization or a complete integration plan.

List the devices and intended connections

Identify the rented controller, any customer-owned computer or programmable controller, connected sensors and any support gateway. For each connection, record the business purpose and the person responsible. Distinguish production data exchange from remote maintenance and from a local commissioning laptop. The same physical device can have several roles, each with different access needs.

NIST's operational technology asset management project announcement describes inventory and configuration management as important foundations for security work. It is general guidance; the rental provider and site owner still need an accurate inventory of their actual equipment and approved connections.

Agree on network boundaries

The site network owner should determine where the rented equipment can connect and which communication is necessary for the agreed task. NIST's Guide to Operational Technology Security discusses segmentation and the need to consider operational performance and safety. Its architectural examples are not instructions to copy firewall rules into an unfamiliar production network.

Ask the provider for the equipment's documented network requirements, supported protocols and any required update or support path. The customer's authorized network and safety teams should review them against the local architecture. Do not connect directly to the internet or bypass an existing boundary merely to make an initial demonstration easier.

Separate production access from service access

A production interface may exchange a limited set of signals, while a maintenance session may allow configuration or diagnostic actions. Agree which people can request each type of access, who approves it, how it is monitored and when it ends. If a subcontractor will provide support, include that organization in the approval process rather than sharing a general account without a record.

For a hypothetical rental, the robot needs to receive a start request from a customer-owned controller, and a vendor may later need to inspect a fault remotely. Those are different connections with different purposes. The parties should define both before work begins; this example does not prescribe a particular protocol or network design.

Test the agreed workflow safely

Plan a supervised test with the equipment manufacturer, integrator and site owner. Confirm that the intended data exchange works, that unrelated access is not assumed and that the site can identify the responsible contacts if a connection fails. Record the configuration and results without putting passwords, secret keys or sensitive process data into a widely shared handover document.

A successful connection test is not a complete cybersecurity assessment and does not prove the robot cell is safe. Network changes can affect availability or physical processes, so changes should follow the site's approved process and be performed by qualified people. If an unexpected condition appears, stop the test and involve the responsible owners.

Include the agreed equipment and connection list in the commissioning record, with the software versions and the date it was reviewed. If a device is replaced during the rental, the asset list and access permissions may need to be updated. The provider should tell the customer about relevant changes, and the customer should identify who can approve them. A temporary connection can otherwise remain in place after its original purpose has ended.

Plan removal at the end of the rental

The handover should say who disables temporary accounts, removes approved network rules and documents the final state. Agree how logs and customer data are retained or returned under the relevant policies. If the rented controller is moved to another site, the new site needs its own authorization and assessment; a previous connection record is not a blanket permission.

Before the equipment leaves, confirm whether the customer needs copies of approved production records and whether the provider needs diagnostic information for maintenance. Record the ownership, permitted use and retention of those materials. Removal of access should be verified by the responsible network team using its own procedures, and any exceptions should remain visible until resolved. A signed return receipt alone may not show that every temporary account or connection has been closed.

If a support session was active near the return date, agree who confirms that it has ended and records the result. Any unresolved access should have an owner and a follow-up date.