Konica Minolta bizhub PRESS 1250P User Manual

bizhub PRESS 1250P Contents-1

Contents

1 Introduction

1.1 Welcome .......................................................................................................................................... 1-2

1.1.1 Composition of User's Guide............................................................................................................. 1-2

1.1.2 User's Guide ...................................................................................................................................... 1-2

1.2 Conventions Used in This Manual ................................................................................................. 1-3

1.2.1 Symbols Used in This Manual ........................................................................................................... 1-3

1.2.2 Paper Indications ............................................................................................................................... 1-4

2 Security Functions

2.1 Control Software ............................................................................................................................. 2-2

2.1.1 Control Software Version ................................................................................................................... 2-2

2.1.2 About the ROM Version Display Function ......................................................................................... 2-2

2.2 Security Functions .......................................................................................................................... 2-3

2.2.1 Security Mode.................................................................................................................................... 2-3

2.2.2 Environment ....................................................................................................................................... 2-3

2.2.3 Description of Enhanced Security Mode ........................................................................................... 2-4

2.2.4 Data Protected by the Enhanced Security Mode .............................................................................. 2-5

2.2.5 Protecting and Deleting of Remaining Data After Being Used .......................................................... 2-6

2.3 User Authentication in Enhanced Security Mode ........................................................................ 2-7

2.3.1 Adding User Registration................................................................................................................... 2-7

2.3.2 Changing User Registration............................................................................................................. 2-13

2.3.3 Deleting User Data........................................................................................................................... 2-18

2.3.4 Changing Password by User ........................................................................................................... 2-20

2.4 HDD Recall Function in Enhanced Security Mode..................................................................... 2-24

2.4.1 Recalling and Deleting of Data......................................................................................................... 2-24

2.4.2 Output Data in the Secure Box........................................................................................................ 2-28

2.5 Administrator Security Functions................................................................................................ 2-32

2.5.1 Turning the Enhanced Security Mode ON/OFF ............................................................................... 2-32

2.5.2 HDD Lock Password........................................................................................................................ 2-35

2.5.3 Deleting Temporary Data .................................................................................................................

2-37

2.5.4 Deleting All Data............................................................................................................................... 2-40

2.5.5 Printing Audit Log ............................................................................................................................ 2-43

2.5.6 Analyzing Audit Log ......................................................................................................................... 2-45

3Index

3.1 Index by item ................................................................................................................................... 3-2

3.2 Index by button................................................................................................................................ 3-3

Contents-2 bizhub PRESS 1250P

MEMO

Introduction

Welcome

1

1-2 bizhub PRESS 1250P

1.1

1 Introduction

1.1 Welcome

Thank you for purchasing this machine.

This User's Guide describes security functions. Please read this guide for comprehension of how to use the
Enhanced Security mode and detailed machine operations in Enhanced Security mode.

1.1.1 Composition of User's Guide

1.1.2 User's Guide

This User's Guide is intended for users ranging from those using this machine for the first time to administra­tors.

This guide provides those users to manage security functions.

Should you experience any problems, please contact your service representative.

Printed manuals Overview

[User's Guide - Security] This guide describes the security functions.

Please read this guide for comprehension of how to
use the Enhanced Security mode and detailed ma­chine operation in Enhanced Security mode.

[Safety Information] This guide provides precautions and requests that

should be followed to ensure safe usage of this ma­chine.
Please be sure to read this guide before using the ma­chine.

User's guide CD manuals Overview

[User's Guide - Main Body] This guide describes an outline of the machine and

printing operations. It also provides you with detailed
information on machine management and how to cus­tomize the machine according to your daily use.

• Configuration and specifications of the main body
and options

• Turning on/off the machine

• Paper information

• Supplies and disposals

• Application, Output Setting, and Job List

• Troubleshooting

• Both Sides Adjustment, Curl Adjustment

• Controller Settings

• Adjustment, Utility Menu Screen

• Network Settings, PageScope Web Connection

• Web Utilities

[User's Guide - Printer] This guide describes the settings of the printer drivers

and utility tools.

• PCL driver

• PS Plug-in driver

• PS PPD driver

• PageScope Web Connection

[Trademarks/Copyrights] This guide describes trademarks, licenses, and copy-

rights concerning this machine.
Please be sure to refer to this guide before using the
machine.

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1.2 Conventions Used in This Manual

1

1.2 Conventions Used in This Manual

1.2.1 Symbols Used in This Manual

Symbols are used in this manual to express various types of information.

The following describes each symbol related to correct and safe usage of this machine.

To use this machine safely

7 WARNING

- This symbol indicates that a failure to heed the instructions may lead to death or serious injury.

7 CAUTION

- This symbol indicates that negligence of the instructions may lead to mishandling that may cause injury
or property damage.

NOTICE

This symbol indicates a risk that may result in damage to this machine or print data. Follow the instructions
to avoid property damage.

Procedural instruction

0 This check mark indicates an option that is required in order to use conditions or functions that are pre-

requisite for a procedure.

1 This format number "1" represents the first step.

2 This format number represents the order of serial steps.

% This symbol indicates a supplementary explanation of a pro-

cedural instruction.

% This symbol indicates transition of the control panel to access a desired menu item.

The relevant page is shown.

Conventions Used in This Manual

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1.2

d Reference

This symbol indicates a reference.

View the reference as required.

Key symbols

[ ]

Key names on the touch panel or computer screen, or a name of user's guide are indicated by these brackets.

Bold text

Key names on the control panel, part names, product names and option names are indicated in bold text.

1.2.2 Paper Indications

Paper size

The following explains the indication for paper described in this
manual.

When indicating the paper size, the Y side represents the width
and the X side the length.

Paper indication

w indicates the paper size with the length (X) being longer than the
width (Y).

v indicates the paper size with the length (X) being shorter than the
width (Y).

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1.2 Conventions Used in This Manual

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MEMO

Conventions Used in This Manual

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1.2

MEMO

Security Functions

Control Software

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2.1

2 Security Functions

2.1 Control Software

2.1.1 Control Software Version

The version of control software is as follows.

This software consists of an image control program and a controller control program.

Image control program (Image Control l1) version:

A4EU0Y0-00I1-G00-15

Controller control program (IC Controller P) version:

A4EU011-00P1-G00-15

2.1.2 About the ROM Version Display Function

The version of bizhub PRESS 1250P control software (image control program) mentioned above can be
checked by the ROM version display function in the customer engineer (CE) service mode.

When the ROM version display function is used, the version of image control program will be displayed as
follows.

A4EU0Y0-00I1-G00-**

Image control program (Image Control l1) version: G00-2 digits (ex. G00-**)

Please keep this in mind when checking the version of image control program.

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2.2 Security Functions

2

2.2 Security Functions

2.2.1 Security Mode

The bizhub PRESS 1250P has two security modes.

Normal mode

Use this mode when the machine is used by a single person and there is low possibility of illicit access or
operation. This mode is already set as factory default. To use the machine in normal mode, please refer to
the user's guides provided for each operation.

Enhanced Security mode

Use the Enhanced Security mode when the machine is connected to a local area network, or to external net­works through a telephone line or other means. An administrator determined for the machine management
should follow the instructions in this guide, so that users can have a safe operating environment.

To use the Enhanced Security mode, please contact your service representative for the following settings.

A service representative should set a CE password for CE authentication and administrator password on the
machine. The service representative uses the CE password for CE works. The administrator, who obtains the
administrator password from the service representative, uses that password to make settings related to the
Enhanced Security mode.

The administrator should never leak the administrator password out to others.

The administrator who acquired the administrator password manages the machine set up with the Enhanced
Security mode by making the following settings.

- Turning on/off the Enhanced Security mode

- Adding/Changing registered users

- Deleting registered users

- HDD lock password

The administrator is also responsible in providing users with the following instructions.

- Never leak his/her password out to others.

- Be sure to log out when completing the machine operation after logging in upon the user authentication.

Please be sure to use the Enhanced Security mode to prevent unauthorized access to HDD.

With the Enhanced Security mode activated, the machine displays a security icon in the lower­right area of the touch panel.

The security icon will disappear when the Enhanced Security mode is deactivated. If the administrator acci­dentally deactivates the Enhanced Security mode, please contact your service representative. You should
ask a customer engineer (CE) to check the security environment and settings before activating the Enhanced
Security mode again.

2.2.2 Environment

Environment in which the Enhanced Security mode is recommended

An environment where the machine is monitored by a telephone line or a network.

Creating a secure environment

For security, we recommend that supervisors and an administrator use the Enhanced Security mode and es­tablish an environment as follows.

Secure print files and authentication print files are not encrypted during transmission from a client PC to the
machine. Please implement measures against wiretapping, such as installing a cryptographic communication
device or antibugging equipment, in order to protect secure print files and authentication print files.

- Qualifications to be an administrator:
A supervisor selects a reliable person who has adequate knowledge, technical ability, and experience
as an administrator, to whom to delegate administration of the machine.

Security Functions

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2.2

- Guarantee of customer engineer (CE):
A supervisor or an administrator can use the Enhanced Security mode after confirming that a service
contract has been signed with a customer engineer (CE). Clearly state in the service contract that the
customer engineer (CE) will not engage in any fraudulent actions.

- Secure LAN:
Be sure to connect the machine to a local area network protected by firewall in order to prohibit access
from external networks.

- An administrator should designate the installation location to be available only for product users. Install
the machine in a place securely locked during the night, and during the day in a place that allows the
administrator to monitor the machine, so that any parts such as an HDD should not get stolen or any
special device such as an internal analyzer should not be hooked up to the machine.

- An administrator is required to be present at customer engineer (CE) works such as installation or main­tenance.

- An administrator should check at regular intervals that the date/time setting is correctly made on the
machine.

2.2.3 Description of Enhanced Security Mode

Security functions will be enhanced as follows.

Protecting and deleting of remaining data after being used

There are two types of Image data stored in memory or HDD: AHA compressed data and uncompressed da­ta, which are TIFF format, PDF format, and PS data. The image area of memory or HDD with AHA com­pressed data will be released after clearing the used data. In normal mode, the data is not completely deleted,
which may allow for unauthorized reading of the data. In Enhanced Security mode, the image area of memory
or HDD is overwritten with data unrelated to the image before the area is released, irrespective of whether
the stored image data is compressed.

Enhanced passwords

There are 5 different passwords provided for security functions.

- CE password

- Administrator password

- User password

- Account password

- HDD lock password

The CE password, administrator password, and account password should be comprised of 8 alphanumeric
characters and/or symbols (the alphabetic characters are case-sensitive).

The user password is normally made from 1 to 64 alphanumeric characters (case-sensitive); however, the
user password less than 8 characters will be unavailable in the Enhanced Security mode.

As for the CE password, administrator password and account password, the machine recognizes the last en­tered character as the eighth character if 8 or more characters are entered.

The machine in the Enhanced Security mode also refuses any entry for 5 seconds, if a wrong password is
entered for one of the 5 passwords mentioned above.

Should you forget any security-related password, please take action as follows depending on the type of
password.

- For a user password or account password, please contact your administrator.

- If you have forgotten the administrator password or HDD lock password, please contact your service

representative.

We recommend that each password should be changed on a regular basis in order to prevent illicit access
or falsification of data.

Data access

Ensure that a user is required to enter an enhanced password which has been set by the administrator, in
order to save data into the user box stored in HDD or output the stored data.

When saving printed data into a user box, you can improve security by setting an enhanced password. Only
administrators can delete folders and user boxes in which printed data resides. Once a user box attribute has

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2.2 Security Functions

2

been changed, user authentication with an enhanced password is required. User authentication is also re­quired for using saved printed data.

Machine NIC settings

While the Enhanced Security mode is activated, the machine NIC cannot be used.

Blocking external accesses

No access is allowed over telephone lines other than CS Remote Care.

Create, save and analyze an audit log

A history of security function operations will be created and saved as an audit log. Date and time, information
identifying the person who made the operation, details of the operation, and results of the operation will be
saved, enabling analysis of unauthorized accesses. This log will be overwritten if the audit area is depleted.

Administrator authentication

A service representative is supposed to set up an authentication data for an administrator. According to this
authentication data, the administrator gains authorized access by entering the administrator password. Only
one authentication string can be registered per machine.

Administrator setting mode

The machine enters the administrator setting mode when password authentication is successfully made by
the administrator. In the administrator setting mode, setting change of various machine functions is available.

Be sure to exit the administrator setting mode if you leave in front of the machine while using this mode.

IC card

With the Enhanced Security mode activated, the machine rejects the user authentication using an IC card.

USB port functions

The following functions are still available using a USB port even when the Enhanced Security mode is acti­vated.

- USB Memory ISW

- Printing charts via USB (for CE)

- Keyboard, mouse

Printer

A printer controller and a printer driver are required for printed output. Using the printer controller which sup­ports the Enhanced Security mode, you can store the print data in the internal memory or on the HDD by
entering a user name from the printer driver. The stored data can be output after successful authentication
of the user name with its corresponding password entered from the printer driver when the data was stored.
Please note that the stored data can potentially be output by others if you use somebody else's user name
to store the print data.

For details of the printer controller and printer driver which support the Enhanced Security mode, contact
your service representative.

For the operation procedure of the printer controller or printer driver, please refer to the user's guide for each.

2.2.4 Data Protected by the Enhanced Security Mode

Enhanced Security Mode improves the security of data for users. Such data includes:

- Data stored within a personal folder (with password)

Also, the following data managed by the administrator is better secured:

- User data

- Data to manage the machine

Security Functions

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2.2

Data exempted from the protection of Enhanced Security mode

When the machine is connected to PCs on a local network, passwords entered from PCs are not subject to
the Enhanced Security mode. Please do not enter any password from such PCs for prevention of leakage.

Turning Enhanced Security mode ON/OFF

The administrator is responsible for turning the Enhanced Security mode ON/OFF.

The administrator should never fail to activate the Enhanced Security mode. Please be especially careful
when turning the Enhanced Security mode OFF, being aware that data can potentially be accessed.

2.2.5 Protecting and Deleting of Remaining Data After Being Used

Data from the printer mode are stored temporarily into memory or HDD, and then deleted after being used if
there was no operation such as storing them into a user box.

The data is compressed in a special way and generally it cannot be externally decompressed. When com­pressed data is deleted, a part of the data is either destroyed or overwritten and will not be able to be de­compressed.

- The data temporarily stored in memory will be overwritten with invalid data when the job is interrupted
or ended.

- The data stored in several areas of memory will be overwritten with invalid data simultaneously.

The data stored in a box will be overwritten with invalid data when a delete order is issued.

- If data is transmitted externally, it will be overwritten with invalid data when the transmission is com­pleted.

- If the administrator issues a delete order for each box, it will be overwritten with invalid data.

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2.3 User Authentication in Enhanced Security Mode

2

2.3 User Authentication in Enhanced Security Mode

When the Enhanced Security mode is activated, functions related to the user authentication will be enhanced
as follows.

- The setting item [User Authentication] on the screen accessed from [04 Administrator Setting] - [03 User
Auth./Account Track] - [01 Authentication Method] is automatically set to [ON (MFP)].

- User authentication is always required under the following conditions to deal with user data to be pro­tected:

– The main power switch is turned off.
– The sub power switch is turned off.
– Access on the control panel is pressed.
– [RECALL] on the touch panel is pressed.
– Auto reset function is activated.

- The password for user authentication (user password) must be 8 to 64 alphanumeric characters (the
alphabetic characters are case-sensitive). Otherwise, the password becomes unavailable. To continue
using the user name with a password less than 8 characters specified, the administrator should change
the password to be 8 characters or more.

- If a wrong user name/password (or account name/password) is entered in authentication, attempts to
retry cannot be made for 5 seconds.

- With the Enhanced Security mode activated, the machine rejects the user authentication using an IC
card.

When a user accesses a user box with a specified password in HDD, all the password authentication opera­tions are recorded as audit logs.

Initially, user authentication is not available. To enable user authentication, you need to specify a number of
accounts to be distributed. Please refer to the User's Guide - Main Body for details.

2.3.1 Adding User Registration

Follow the procedure below to setup a new user name and password to be required for user authentication
in Enhanced Security mode.

1 Press Utility/Counter on the control panel to display the Utility Menu Screen.

2 Press [04 Administrator Setting].

A password entry screen will be displayed.

3 Enter the administrator password.

Use the touch panel keypad to enter the administrator password consisting of 8 alphanumeric charac­ters and symbols, then press [OK].

% Passwords are case-sensitive.
% If a wrong password or fewer than 8 alphanumeric characters/symbols are entered and [OK] is

pressed, the warning message [Password is incorrect / Please wait for a while] will appear, and no
key will work for five seconds. Enter the correct password after five seconds.

User Authentication in Enhanced Security Mode

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2.3

% The information on failed authentication will be saved in the audit log.

The Administrator Setting Menu Screen will be displayed.

4 Press [03 User Auth./Account Track].

The User Auth./Account Track Menu Screen will be displayed.

5 Press [02 User Authentication Setting].

The User Authentication Setting Menu Screen will be displayed.

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2.3 User Authentication in Enhanced Security Mode

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6 Press [02 User Registration].

The User Registration Screen will be displayed.

7 Press [Add].

The User Registration - Add/Change Screen will be displayed.

8 Press [User No.].

Use the touch panel keypad, [,], or [+] to enter the desired user number.
% You may use 1 to 1000 for the user number.

User Authentication in Enhanced Security Mode

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2.3

Press [OK] to return to the User Registration - Add/Change Screen.

9 Press [User Name].

The User Name Setting Screen will be displayed. Enter the desired user name.
% You may enter up to 64 alphanumeric characters including symbols for the user name.

Press [OK] to return to the User Registration - Add/Change Screen.

10 Press [Password].

The Password Setting Screen will be displayed. Enter a user password which corresponds to the user
name entered in Step 9.

% Enter 8 to 64 alphanumeric characters for the user password (the alphabetic characters are case-

sensitive).

NOTICE

Be sure to use 8 or more alphanumeric characters for the password. A password less than 8 characters
cannot be used when the Enhanced Security mode is activated.

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2.3 User Authentication in Enhanced Security Mode

2

Press [OK] to return to the User Registration - Add/Change Screen.

11 Press [Account Name].

The Account Name Screen will be displayed. Select the desired account.

NOTICE

If [Synchronize User/Account Track] of Authentication Method is set to [Synchronize], you can set [Ac­count Name].

NOTICE

The account should be registered in advance. Select one of the registered accounts provided on the
screen.

Press [OK] to return to the User Registration - Add/Change Screen.

12 Press [Max. Allowance Set].

% Specify the maximum number of prints to be allowed for the user after a successful authentication.
% In [Max. Allowance Set], press [Enable] on the right, and then press [Maximum].