Konica Minolta bizhub C350 User Manual

User’s Guide Security Function

This User’s Guide (ver. 1.04) is intended for use with the #4036 Multi Function Peripheral Control Software (MSC: v. xx; NM: v. xx).

Contents

1Security

1.1 Introduction ...................................................................................1-2

1.2 Trademarks and Registered Trademarks ...................................1-2

1.3 Compliance with the ISO15408 Standard ...................................1-2

1.4 Operating Precautions..................................................................1-2

1.5 Security Functions........................................................................1-3

Conditions for Clearing the Access Failure Count......................1-3

1.6 Data Protected by Security Functions ........................................1-4

1.7 Precautions for Operation Control..............................................1-5

Roles and Requirements of the Administrator............................1-5

Password Usage Requirements.................................................1-5

Network Connection Requirements for the Machine ..................1-6

Machine Maintenance Control....................................................1-6

2 Administrator Operations

2.1 Admin. Mode authentication function.........................................2-2

Accessing the Admin. Mode.......................................................2-2

<From the Control Panel>..........................................................2-2

<From PageScope Web Connection>........................................2-5

2.2 Unauthorized Access Lock function ........................................... 2-7

Setting the Unauthorized Access Lock Function........................2-7

2.3 Access Lock Release function ....................................................2-9

Using the Access Lock Release Function ..................................2-9

2.4 Reprint function ..........................................................................2-11

Setting the Reprint Function .....................................................2-11

<From the Control Panel>........................................................2-11

<From PageScope Web Connection>......................................2-13

2.5 HDD Lock function......................................................................2-15

Setting the HDD Lock Function ................................................2-15

Changing the Password for the Hard Disk ...............................2-18

Canceling the HDD Lock Function ...........................................2-21

2.6 Administrator Code Change function.......................................2-23

Changing the Administrator Code ............................................2-23

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2.7 Panel Reset Timer function ....................................................... 2-26

Setting the Panel Reset Timer Function .................................. 2-27

<From the Control Panel>........................................................ 2-27

<From PageScope Web Connection> ..................................... 2-29

2.8 User Box Management Operations ........................................... 2-32

Accessing the User Box........................................................... 2-32

Changing the Name of User Box ............................................. 2-34

Changing the Password of User Box ....................................... 2-36

2.9 FTP Server Registration function ............................................. 2-38

Registering FTP Servers.......................................................... 2-38

<From the Control Panel>........................................................ 2-38

<From PageScope Web Connection> ..................................... 2-39

2.10 SMTP Server (Mail Server) Registration ................................... 2-40

Specifying Settings for the SMTP Server................................. 2-40

<From the Control Panel>........................................................ 2-40

<From PageScope Web Connection> ..................................... 2-40

2.11 Administrator BOX Utility Operations ...................................... 2-42

Backing Up Image Data........................................................... 2-42

Restoring Backed Up Data ...................................................... 2-44

3 User Operations

3.1 Reprint function............................................................................ 3-2

Using the Reprint OFF Function ................................................ 3-2

3.2 Locked Jobs function .................................................................. 3-4

Accessing a Locked Job ............................................................ 3-4

3.3 User Box function......................................................................... 3-6

Creating a User Box................................................................... 3-7

Accessing the User Box............................................................. 3-9

<From the Control Panel>.......................................................... 3-9

<From PageScope Web Connection> ..................................... 3-11

Accessing the User Box Data .................................................. 3-13

<From the Control Panel>........................................................ 3-13

<From PageScope Web Connection> ..................................... 3-15

Changing the Name of User Box ............................................. 3-17

Changing the Password of User Box ....................................... 3-19

3.4 User BOX Utility Operations...................................................... 3-21

Accessing the User Box........................................................... 3-21

Saving an Image File ............................................................... 3-24

Changing the Name of an Image Data File.............................. 3-25

Dragging and Dropping Into Another Application..................... 3-26

Deleting an Image Data File .................................................... 3-26

Setting a temporary file............................................................ 3-27

Contents

ii bizhub C350

1Security

Security Chapter 1

1.1 Introduction

Thank you for purchasing our product.

This User’s Guide contains the operating procedures and precautions to be used when using the security functions offered by the bizhub C350 machine. The machine offers the various types of security functions for data protection. From the

Security Chapter 1

data protection viewpoint, install the machine in an office with complete and appropriate security installations. To ensure the best possible performance and effective use of the machine, read this manual thoroughly before using the security functions. The Administrator of the machine should keep this manual for ready reference. The manual should be of great help in finding solutions to operating problems and questions.

1.2 Trademarks and Registered Trademarks

bizhub is a trademark of KONICA MINOLTA BUSINESS TECHNOLOGIES, INC.

All other product names mentioned are trademarks or registered trademarks of their respective companies.

1.3 Compliance with the ISO15408 Standard

When the Unauthorized Access Lock function on this machine is set to “Enable”, more enhanced security functions are available.

The security functions offered by the bizhub C350 machine comply with ISO/ IEC15408 (level: EAL3).

1.4 Operating Precautions

This machine is designed to display a warning message or produce an alarm when an incorrect operation is performed or incorrect data is entered. (However, if the Key Click Sound function on the User’s Choice: 1 screen is set to “OFF”, the alarm is not produced.) If a warning message appears or an alarm is produced, perform the correct operation according to the instructions that appear or type in the correct data.

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1.5 Security Functions

This machine’s security functions are activated when the Unauthorized Access Lock function is set to “Enable”. The security functions enhance the authentication function and protect Box (User Box) files and Locked Job files. In addition, access to Admin. Mode is restricted with the Administrator Code authentication function.

When the Unauthorized Access Lock function is set to “Enable”, a password input box appears in PageScope Web Connection, so that the user can input the necessary password to acquire the file in the Box (User Box). In addition, the number of failed attempts to access Admin. Mode, a Box (User Box), a file in a Box (User Box), or a Locked Job file is counted. After three failed attempts after the appropriate operation is performed to clear the count, access to the files and areas listed above is denied after the fourth failed access attempt. By denying access, unauthorized access to data can be prevented, providing greater security for the use of this machine.

To allow access again, the Administrator must use the Access Lock Release function. Requiring that the Administrator use the Access Lock Release function ensures that control of machine operations is retained by the Administrator.

If the optional hard disk is installed, the HDD Lock function can be used. In order to protect the data on the hard disk in case it is stolen, use the HDD Lock function to lock the hard disk with a password. However, there is no function that prevents the hard disk itself from being stolen. In addition, in order to use the Box (User Box) functions, the Administrator must set Box Function to “Permit”. In order to use the Box (User Box) functions, the optional hard disk must be installed and the necessary settings must be specified by a technical representative. For details, contact your technical representative.

Security Chapter 1

Conditions for Clearing the Access Failure Count

The access failure count in authentication taken through the Unauthorized Access Lock function is cleared under the following conditions:

<Admin. Set. Mode>

G The machine is restarted.

G The Access Lock Release function is used.

G The machine is restarted.

G The Access Lock Release function is used.

G Authentication for changing the Box (User Box) name or password was

successful.

G Authentication for accessing the Box (User Box) was successful.

G Authentication for acquiring files from a Box (User Box) was successful.

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1.6 Data Protected by Security Functions

Data scanned using Copy mode or Scan mode and print jobs set up using Printer mode are temporarily stored in the memory or on the hard disk.

Following are the types of data protected by the security functions.

G Copy job information data files

Security Chapter 1

Data files for copy jobs scanned with this machine when using copy functions.

G Locked Jobs information data files

Data files of print jobs spooled in the machine as Locked Jobs.

G Box (User Box) data files

Data files of images captured in the Box (User Box) through the scan function.

G HDD Lock password

Password required for accessing the hard disk.

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1.7 Precautions for Operation Control

This machine and the data handled by this machine should be used in an office environment that meets the following conditions.

Roles and Requirements of the Administrator

The Administrator should take full responsibility for controlling the machine, thereby ensuring that no improper operations are performed.

G A person who is capable of taking full responsibility for controlling the machine

should be appointed as the Administrator to make sure that no improper operations are performed.

G The Administrator should inform all general users of Boxes (User Boxes) of their

correct use based on the corresponding machine operation management.

G When using an SMTP server (mail server) or an FTP server, each server should

be appropriately managed by the Administrator and should be periodically checked to confirm that settings have not been changed without permission.

Password Usage Requirements

Be sure that the passwords for Boxes (User Boxes) and for Locked Jobs and the Administrator Code are appropriately managed so that they are not disclosed. In addition, specify a password that cannot easily be guessed.

G The Administrator should:

❍ Ensure that nobody will have a chance to know the Administrator Code set for

the Admin. Mode.

❍ Change the Administrator Code set for the Admin. Mode at regular intervals. ❍ Make sure that any number that can be easily guessed from his or her

birthday or employee number is not used for the Administrator Code set for the Admin. Mode.

❍ If the Administrator Code set for the Admin. Mode is initialized, set a new one

as soon as feasible.

G The general user should:

❍ Make sure that the password set for the Locked Job or Box (User Box) will not

be known to anybody.

❍ Change the password set for the Box (User Box) at regular intervals. ❍ Make sure that any number that can be easily guessed from his or her

birthday or employee number is not used for the password set for the Locked Job or Box (User Box).

Security Chapter 1

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1.7 Precautions for Operation Control

Network Connection Requirements for the Machine

Packets being transmitted over the LAN installed in the office, in which the machine is installed, should be protected from unauthorized manipulation. If the LAN is to be connected to an outside network, no unauthorized attempt to establish connection from the external network should be permitted.

G If the LAN, in which the machine is installed, is connected to an outside network,

Security Chapter 1

install a firewall or similar network device to block any access to the machine from the outside network and make the necessary settings.

G Configure the LAN installed in the office, in which the machine is installed, by

using a switching hub and other devices to ensure that the packets are protected from unauthorized manipulation.

Machine Maintenance Control

G Provide adequate control over the machine to ensure that only the technical

representative is able to perform physical service operations on the machine.

G Provide adequate control over the machine to ensure that any physical service

operations performed on the machine by the technical representative are overseen by the Administrator of the machine.

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2Administrator

Operations

Administrator Operations Chapter 2

2.1 Admin. Mode authentication function

This machine uses an 8-digit Administrator Code to authenticate access by the Administrator in order for the Admin. Mode functions to be used. During authentication, the entered Administrator Code appears as “*”. If the Unauthorized Access Lock function is set to “Enable”, the number of failed authentication attempts are counted. After three failed attempts after the appropriate operation is performed to clear the count, access to Admin. Mode is denied. To again allow access to Admin. Mode, turn the machine off, then on again.

✎

Hint

For details on the operations for clearing failed access counts, refer to “Conditions for Clearing the Access Failure Count” on page 1-3.

Accessing the Admin. Mode

<From the Control Panel>

1 Press the [Utility] key.

Administrator Operations Chapter 2

2 Touch [Admin. Mode].

✎

Note

When an attempt is made to access the Admin. Mode while a job is being executed, a beep sounds and no access to the Admin. Mode is accepted. Wait until the execution of the job is completed before attempting to access the Admin. Mode.

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2.1 Admin. Mode authentication function

3 Using the 10-Key Pad, enter

the 8-digit Administrator Code.

4 Touch [Enter].

✎

Note

If the Administrator Code was incorrectly entered, the message “Administrator Code is incorrect.” appears. Follow the instructions in the message that appears and type in the correct Administrator Code.

If the Unauthorized Access Lock function is set to “Enable”, incorrectly entering the Administrator Code is counted as a failed authentication attempt. If the Administrator Code is incorrectly entered three times, the message “Access denied due to unauthorized access. Cannot enter Administrator Mode.” appears after the fourth failed authentication attempt, and the Administrator Code can no longer be entered. To again allow access, turn the machine off, then on again.

Administrator Operations Chapter 2

Make sure that none of the general users of the machine will know the Administrator Code.

If the Administrator Code is lost, contact your technical representative to initialize the machine. In addition, after the machine is initialized, the Administrator Code must be set again.

If PageScope Web Connection has been used to log on to Admin. Mode, the message “This mode cannot be used due to remote operation. DO NOT turn off main switch.” appears. Wait a while, and then try accessing Admin. Mode again.

If Admin. Mode was accessed while the BOX Utility is being used to backup or restore, the message “This mode cannot be used due to remote operation. DO NOT turn off main switch.” appears. Wait a while, and then try accessing Admin. Mode again.

bizhub C350 2-3

Administrator Operations Chapter 2

If the Panel Reset Timer function is set and no control panel operation is performed for the specified length of time, the control panel is reset and the Basic screen is displayed.

If the machine is left alone with the Admin. Mode screen displayed, the Admin. Mode functions may be changed without permission. After using the Admin. Mode functions or if the machine must be left alone while the Admin. Mode functions are being set, be sure to return to the Basic screen.

2.1 Admin. Mode authentication function

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2.1 Admin. Mode authentication function

<From PageScope Web Connection>

1 Start the Web browser.

2 Enter the IP address of the machine in the address bar.

3 Press the [Enter] key to start PageScope Web Connection.

4 In the “Administrator’s Code” box at the lower left of the screen, type in the

Administrator Code.

Administrator Operations Chapter 2

✎

Note

When logging on to Admin. Mode of PageScope Web Connection, use the same Administrator Code as that used when accessing Admin. Mode from the control panel of the machine.

5 Click the [Log-in] button to log on to the Admin. Mode.

✎

Note

If the Administrator Code was incorrectly entered, the message “Administrator’s Number is incorrect.” appears. Click the [OK] button, and then follow the instructions in the message that appears and type in the correct Administrator Code.

If the Unauthorized Access Lock function is set to “Enable”, incorrectly entering the Administrator Code is counted as a failed authentication attempt. If the Administrator Code is incorrectly entered three times, the message “Access denied due to unauthorized access.” appears after the fourth failed authentication attempt, and the Administrator Code can no longer be entered. To again allow access, turn the machine off, then on again.

bizhub C350 2-5

Administrator Operations Chapter 2

Make sure that none of the general users of the machine will know the Administrator Code.

If PageScope Web Connection is being used to log on to Admin. Mode, no operation can be performed from the machine’s control panel. In addition, if an Administrator is already logged on to Admin. Mode, the message “Another administrator is logged-in.” appears, and Admin. Mode can no longer be logged on from either the machine’s control panel or from PageScope Web Connection.

If the Panel Reset Timer function is set and no operation is performed (for five minutes when set between 1 and 5 minutes or for the set length of time when set between 6 and 9 minutes), access to Admin. Mode automatically times out. In addition, if the function was set to “No”, access to Admin. Mode automatically times out if no operation is performed for ten minutes. When the machine is used again, the message “Administrator mode has loggedout because of time out.” appears. Click the [OK] button, and then log on to Admin. Mode again.

If you try to log on to Admin. Mode while a job is being performed, the message “Login failed.” appears. Click the [OK] button, and then try logging on to Admin. Mode after the job is finished.

If Admin. Mode was logged on while the BOX Utility is being used to backup or restore, the message “Login failed.” appears. Click the [OK] button, and then try logging on to Admin. Mode again after waiting a while.

2.1 Admin. Mode authentication function

If the computer is left alone with the Admin. Mode screen displayed, the Admin. Mode functions may be changed without permission. After using the Admin. Mode functions or if the computer must be left alone while the Admin. Mode functions are being set, be sure to log off from Admin. Mode or quit PageScope Web Connection.

6 Click the [Log-out] button to log off from the Admin. Mode.

✎

Note

If the Web browser is closed without clicking the [Log-out] button while the Administrator Settings screen of PageScope Web Connection is displayed, the touch panel of the machine is not unlocked until ten minutes have passed.

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2.2 Unauthorized Access Lock function

When access to Admin. Mode from the control panel is authenticated, settings for the Unauthorized Access Lock function, which detects failed attempts to access Locked Jobs and Boxes, can be specified.

By setting the Unauthorized Access Lock function, you can select whether or not to use the Unauthorized Access Lock function. When the Unauthorized Access Lock function is set to “Enable”, the counts for the number of failed attempts to access Admin. Mode, all Locked Jobs, and all Boxes are cleared.

Setting the Unauthorized Access Lock Function

1 Call the Admin. Mode to the screen from the control panel.

❍ For the procedure to be followed when calling the Admin. Mode to the

screen, see “Accessing the Admin. Mode” on page 2-2.

2 Touch [Admin. Set.].

Administrator Operations Chapter 2

3 Touch [2/4], and then touch

[Unauthorized Access Lock].

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4 To use the Unauthorized

Access Lock function, select [Enable].

✎

Note

The default setting for the Unauthorized Access Lock function is “Disable”. In order to use this machine’s security functions, be sure to select “Enable”.

When the Unauthorized Access Lock function is set to “Enable”, a password input box appears in PageScope Web Connection so that the user can input the necessary password to acquire the file in the Box (User Box).

If the machine is left alone with the Admin. Mode screen displayed, the Admin. Mode functions may be changed without permission. After using the

Administrator Operations Chapter 2

Admin. Mode functions or if the machine must be left alone while the Admin. Mode functions are being set, be sure to return to the Basic screen.

5 Touch [Enter].

2.2 Unauthorized Access Lock function

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2.3 Access Lock Release function

When access to Admin. Mode from the control panel is authenticated, access and operations are permitted with the Access Lock Release function, which allows access when it is denied with the Unauthorized Access Lock function.

The Access Lock Release function clears the counts for the number of failed attempts to access all Locked Jobs and all of the HDD.

✎

Condition

To cancel the Access Lock state, perform the following operation as necessary.

Admin. Mode : Turn OFF the Power Switch and then turn it ON.

Lock Job : Access Lock Release

HDD : Access Lock Release or turn OFF the Power Switch and then turn it ON.

✎

Hint

In this section, Boxes and User Boxes are referred to as “HDD”.

✎

Note

Be careful that the Locked Jobs data will be deleted when the Power Switch is turned OFF and then ON. Keep this in mind whenever turning power OFF and ON.

Using the Access Lock Release Function

1 Call the Admin. Mode to the screen from the control panel.

❍ For the procedure to be followed when calling the Admin. Mode to the

screen, see “Accessing the Admin. Mode” on page 2-2.

Administrator Operations Chapter 2

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2 Touch [Admin. Set.].

3 Touch [2/4], and then touch

[Access Lock Release].

Administrator Operations Chapter 2

2.3 Access Lock Release function

4 Select the data that you wish

to allow access after it has been denied.

❍ Touch [Cancel] to go

back to the previous screen.

5 Touch [Enter].

The count of failed authentication attempts for the selected data (all Locked Jobs or all of the HDD) is cleared.

✎

Note

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2.4 Reprint function

When access to Admin. Mode is authenticated, use of the Reprint function can be set to either “Yes” or “No”. The default setting is “Yes”.

If the Reprint function is set to “Yes”, printed jobs can be recalled and printed again. A maximum of 49 jobs can be saved, and when there are more than 49 jobs or when the memory becomes full, jobs are deleted, starting from the oldest. Deleted jobs cannot be recalled.

If the Reprint function is set to “No”, no scanned data will remain in the machine’s memory.

Setting the Reprint Function

<From the Control Panel>

1 Call the Admin. Mode to the screen from the control panel.

❍ For the procedure to be followed when calling the Admin. Mode to the

screen, see “Accessing the Admin. Mode” on page 2-2.

2 Touch [Admin. Set].

Administrator Operations Chapter 2

3 Touch [3/4], and then touch

[Reprint].

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2.4 Reprint function

4 To use the Reprint function,

touch [Yes].

✎

Note

If “Yes” was selected, scanned data remains in the machine’s memory to be recalled later. If you do not wish for data to remain in the machine’s memory, be sure to select “No”. In addition, if “Yes” was selected, [Reprint OFF] appears in the Basic screen. To temporarily suspend the reprint feature so that scanned data does not remain in the machine’s memory, be sure to touch [Reprint OFF].

The machine can be set so that [Reprint] is not displayed. For details, contact your technical representative.

Administrator Operations Chapter 2

5 Touch [Enter].

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2.4 Reprint function

<From PageScope Web Connection>

1 Start PageScope Web Connection and access the Admin. Mode.

❍ For the procedure to be followed when calling the Admin. Mode to the

screen, see “Accessing the Admin. Mode” on page 2-2.

2 Click [Administrator Settings] in the menu.

Administrator Operations Chapter 2

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3 From the “Reprint” drop-down list, select either “Yes” or “No”.

Administrator Operations Chapter 2

2.4 Reprint function

✎

Note

The machine can be set so that the dialog box for specifying the Reprint function settings is not displayed. For details, contact your technical representative.

4 Click the [Apply] button.

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2.5 HDD Lock function

When access to Admin. Mode is authenticated, a password for locking the hard disk can be set. This protects the data on the hard disk in case the hard disk is stolen. The password appears as “*” when it is entered.

If a hard disk is installed on the machine, be sure to use the HDD Lock function.

✎

Note

The HDD Lock function can be set only if a hard disk is installed on the machine.

If the Panel Reset Timer function is set and no control panel operation is performed for the specified length of time, the control panel is reset and the Basic screen is displayed. However, if the function was set to “No”, the control panel is reset and the Basic screen is displayed if no operation is performed for one minute.

Do not set the password for the HDD Lock function to a birth date, employee number or any other number that can easily be guessed. In addition, change the password periodically.

Do not disclose the password to anyone other than the Administrator.

Setting the HDD Lock Function

Administrator Operations Chapter 2

1 Call the Admin. Mode to the screen from the control panel.

❍ For the procedure to be followed when calling the Admin. Mode to the

screen, see “Accessing the Admin. Mode” on page 2-2.

2 Touch [Admin. Set].

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3 Touch [3/4], and then touch

[HDD Lock].

4 To use the HDD Lock

function, touch [Yes], then [Enter].

Administrator Operations Chapter 2

2.5 HDD Lock function

5 Using the 10-Key Pad, enter the 8-digit password, and then touch [Enter].

❍ To display the screen for typing in uppercase letters, touch [CAPS]. ❍ To delete the last character entered, touch [Del.]. ❍ To return to the screen shown in step 3, touch [Cancel].

✎

Note

If “0” is entered for all eight digits, the password will not be accepted.

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2.5 HDD Lock function

6 For confirmation, type in the 8-digit password again, and then touch [Enter].

✎

Note

If the password was incorrectly entered during confirmation, the message “The retyped password is incorrect. Input password again.” appears. Be sure to type in the correct password.

7 Check that the message “Note : Please turn the main switch of the copier OFF/

ON to activate HDD Lock. Do not forget the password.” appears, and then turn the machine off, then on again.

✎

Note

Do not lose the set password. The password must be entered in order to change it or to unlock the hard disk.

Administrator Operations Chapter 2

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