Konica Minolta C3850 User Guide

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C3850/C3350/C3850FS

User’s Guide

Security Operations

2016. 2

Ver. 2.02

1 Security

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

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

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

INSTALLATION CHECKLIST.............................................................................................................. 1-3

1.2 Security Functions .......................................................................................................................... 1-5

Check Count Clear Conditions .......................................................................................................... 1-5

1.3 Precautions for Operation Control................................................................................................ 1-6

Roles of the Owner of the Machine ................................................................................................... 1-6

Roles and Requirements of the Administrator of the machine .......................................................... 1-6

Password Usage Requirements ........................................................................................................ 1-6

External authentication server control requirements ......................................................................... 1-7

Security function operation setting operating requirements.............................................................. 1-7

Operation and control of the machine............................................................................................... 1-7

Machine Maintenance Control........................................................................................................... 1-9

1.4 Miscellaneous................................................................................................................................ 1-10

Password Rules ............................................................................................................................... 1-10

Precautions for Use of Various Types of Applications..................................................................... 1-10

Encrypting communications ............................................................................................................ 1-11

Print functions.................................................................................................................................. 1-11

IPP printing ...................................................................................................................................... 1-11

Items of Data Cleared by Data Erase Function................................................................................ 1-12

HDD Format ..................................................................................................................................... 1-13

Upgrading of the firmware ............................................................................................................... 1-13

Software and hardware used in the machine .................................................................................. 1-13

Self-test function (encryption key and firmware verification) ........................................................... 1-13

IPsec setting .................................................................................................................................... 1-14

CS Remote Care function................................................................................................................ 1-14

Terminating a Session and Logging out .......................................................................................... 1-14

Authentication error during external server authentication.............................................................. 1-15

2 Administrator Operations

2.1 Accessing the Administrator Settings .......................................................................................... 2-2

Accessing the Administrator Settings................................................................................................ 2-2

2.2 Enhancing the Security Function................................................................................................... 2-5

2.2.1 Setting the Password Rules............................................................................................................... 2-7

2.2.2 Setting the Enhanced Security Mode ................................................................................................ 2-9

2.3 Canceling the Operation Prohibited State.................................................................................. 2-10

Performing Release Setting ............................................................................................................. 2-10

2.4 Setting the Authentication Method ............................................................................................. 2-12

2.5 ID & Print Setting Function........................................................................................................... 2-14

2.6 System Auto Reset Function ....................................................................................................... 2-15

2.7 User Setting Function................................................................................................................... 2-17

2.8 Memory RX Function .................................................................................................................... 2-19

2.8.1 Setting Memory RX.......................................................................................................................... 2-19

2.8.2 Accessing the Memory RX file......................................................................................................... 2-21

2.9 Changing the Administrator Password....................................................................................... 2-22

2.10 Protecting Data in the HDD.......................................................................................................... 2-25

2.10.1 Setting the Encryption Key .............................................................................................................. 2-25

Setting the Authentication Method .................................................................................................. 2-12

Setting the ID & Print........................................................................................................................ 2-14

Setting the System Auto Reset function.......................................................................................... 2-15

Making user setting.......................................................................................................................... 2-17

Changing the Administrator Password ............................................................................................ 2-22

bizhub C3850/C3350/C3850FS Contents-1

2.10.2 Deleting the encryption key ............................................................................................................. 2-28

2.10.3 Setting the Overwrite HDD Data ...................................................................................................... 2-29

2.11 Erasing data when the machine is to be discarded or use of a leased machine is

2.11.1 Setting the Overwrite All Data.......................................................................................................... 2-31

2.11.2 Setting the Restore All ..................................................................................................................... 2-34

2.12 Obtaining Job Log......................................................................................................................... 2-36

2.12.1 Obtaining and deleting a Job Log.................................................................................................... 2-36

2.12.2 Downloading the Job Log data........................................................................................................ 2-38

2.13 Setting time/date in machine....................................................................................................... 2-43

2.13.1 Setting time/date.............................................................................................................................. 2-43

2.13.2 Setting daylight saving time............................................................................................................. 2-45

2.14 SSL Setting Function .................................................................................................................... 2-47

2.14.1 Device Certificate Setting ................................................................................................................ 2-47

2.14.2 SSL Setting ...................................................................................................................................... 2-49

2.14.3 Removing a Certificate..................................................................................................................... 2-50

2.15 Accessing the Scan to HDD file................................................................................................... 2-51

2.16 TCP/IP Setting Function............................................................................................................... 2-53

2.16.1 Setting the IP Address ..................................................................................................................... 2-53

2.16.2 Registering the DNS Server ............................................................................................................. 2-54

2.17 E-Mail Setting Function................................................................................................................ 2-55

terminated...................................................................................................................................... 2-31

Job Log data.................................................................................................................................... 2-40

Accessing the image file .................................................................................................................. 2-51

Setting the SMTP Server (E-Mail Server)......................................................................................... 2-55

3 User Operations

3.1 User Authentication Function........................................................................................................ 3-2

Performing user authentication.......................................................................................................... 3-2

3.2 ID & Print Function.......................................................................................................................... 3-6

3.2.1 Registering ID & Print files ................................................................................................................. 3-6

3.2.2 Accessing the ID & Print file............................................................................................................... 3-8

3.3 Change Password Function......................................................................................................... 3-10

Performing Change Password......................................................................................................... 3-10

3.4 Scan to HDD Function .................................................................................................................. 3-11

3.4.1 Registering image files..................................................................................................................... 3-11

3.4.2 Accessing the image file .................................................................................................................. 3-13

3.5 S/MIME transmission function .................................................................................................... 3-15

3.6 Memory RX Function .................................................................................................................... 3-17

3.6.1 Accessing the Memory RX file......................................................................................................... 3-17

Sending E-mail by S/MIME.............................................................................................................. 3-15

4 Application Software

4.1 PageScope Data Administrator ..................................................................................................... 4-2

Precautions during backup or restore ............................................................................................... 4-2

4.1.1 Accessing from PageScope Data Administrator ............................................................................... 4-2

4.1.2 Setting the user authentication method............................................................................................. 4-4

4.1.3 Changing the authentication mode.................................................................................................... 4-6

4.1.4 Making the user settings.................................................................................................................... 4-8

4.1.5 Making the Address setting ............................................................................................................... 4-9

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Security

1.1 Introduction

1 Security

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 C3850/C3350/C3850FS machine. 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.

This User's Guide (Ver. 2.02) covers the following.

Model name bizhub C3850/bizhub C3350/bizhub C3850FS/ineo

Version G0607-999

For any query, request, or opinion concerning the machine, please contact your dealer from which you purchased your machine or Service Representative. Any notice concerning this machine will be given in writing by the dealer from which you purchased your machine or Service Representative.

3850/ineo+ 3350/ineo+ 3850FS

Compliance with the ISO15408 Standard

When the Enhanced Security Mode on this machine is set to [ON], more enhanced security functions are available.

This machine offers the security functions that comply with the ISO/IEC15408 (level: EAL2) and 2600.2-PP, Protection Profile for Hardcopy Devices, Operational Environment B.

Operating Precautions

The machine gives an alarm message or an alarm sound (peep) when a wrong operation is performed or a wrong entry is made during operation of the machine. (No "peep" alarm sound is issued if a specific sound setting in Sound Setting of Accessibility Setting is set to [OFF].) If the alarm message or alarm sound is given, perform the correct operation or make the correct entry according to the instructions given by the message or other means.

The administrator of the machine should exit from the current mode to return to the basic screen whenever the access to that mode is completed or if he or she leaves the machine with the mode screen left displayed.

The administrator of the machine should make sure that each individual general user exits from the current mode to return to the basic screen whenever the access to that mode is completed or if the user leaves the machine with the mode screen left displayed.

If an error message appears during operation of the machine, perform steps as instructed by the message. For details of the error messages, refer to the User’s Guide furnished with the machine. If the error cannot be remedied, contact your service representative.

The PageScope Web Connection functions can be used only if the setting is made to accept "Cookie."

NOTICE

This machine permits duplicate login operations performed by the service engineer, the Administrator of the machine, and the user.

- The Administrator of the machine should make sure that, when the service engineer changes the settings, neither the Administrator of the machine nor the user performs the login operation.

- The Administrator of the machine should make sure that no user is allowed to perform the login operation when the Administrator of the machine changes or deletes user information or user data.

- To prevent settings of the machine from being duplicated, the Administrator of the machine should not attempt to change the settings in a condition of having logged onto a mode simultaneously from the control panel and the client PC.

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1.1 Introduction

INSTALLATION CHECKLIST

This Installation Checklist contains items that are to be check by the Service Engineer installing this machine. The Service Engineer should check the following items, then explain each checked item to the Administrator of the machine.

To Service Engineer

Make sure that each of these items is properly carried out by checking the box on the right of each item.

1. Perform the following steps before installing this machine.

2. After this machine is installed, refer to the Service Manual and perform the following steps.

3. After this machine is installed, refer to this User’s Guide and perform the following steps.

Check with the administrator to determine if the security functions of this machine should be enhanced. If the functions should be enhanced, check the following. If the security functions are not to be enhanced, quit the operation without checking the following.

Before installing the machine, check with the administrator of the machine to determine if the following is confirmed.

• Whether the Service Engineer has been informed that the unpacking procedure is to be performed by the Service Engineer in the presence of the administrator of the machine.

• Whether the machine has been under the control of the administrator of the machine with a check made to ensure that evidently the machine has not been unpacked or used.

The Service Engineer should obtain the administrator's consent to the performance of this item.

If the machine has been unpacked, check with the administrator that it was the administrator who unpacked the machine and nobody but the administrator has gain access to the machine after the unpacking. Then, obtain the administrator's consent to the performance of the installation procedure for the unpacked machine before attempting to start the procedure. If the administrator's consent cannot be obtained, call the dealer.

I swear that I would never disclose information as it relates to the settings of this machine to anybody, or perform malicious or intentional act during setup and service procedures for the machine.

When giving a copy of the User's Guide, explain the following to the administrator:

• A digital signature is assigned to the data certified by ISO15408. To ensure integrity of the file, have the administrator of the machine confirm the digital signature using the property of the provided data file in the user's PC environment. Confirm the digital signature as follows. Right click the provided exe file to display the property screen. Select [Digital Signatures] - [Details] - [General], and check that Konica Minolta, Inc. is displayed in the Name of signer field. Select [View Certificate] - [General], and check the Signing time is within the validated date of the certificate.

• Two versions are available, the User's Guide and User's Guide Security Operations (this User's Guide).

• This User's Guide must first be read and the conditions described in this User's Guide Security Operations take precedence over the User's Guide.

• If the security functions of the machine are to be enhanced, the machine and its surrounding environment should be set up and operated according to this User's Guide.

Refer to the Service Manual and perform the required installation and setup steps.

• Explain to the administrator making him/her check the cover of the Service Manual to be referred that it is for bizhub C3850/bizhub C3350/bizhub C3850FS/ineo 3350/ineo settings must be performed referring to the manuals above.

• The Service Engineer must have the administrator confirm that the digital signature is assigned to the firmware and the version of the firmware to be updated is the one that is written on the Service Manual.

Check that the model name, firmware version value, and the controller F/W hash value contained in the Service Manual agree with the respective values on the firmware version display screen and the firmware verification screen. Check also that the MFP model name and the part numbers of the MFP board and the SSD board agree with those described in the Service Manual. If there is a mismatch in the Firmware version number, explain to the administrator of the machine that upgrading of the Firmware is necessary and perform upgrading of the Firmware.

Set the CE Password.

Check that the Administrator Password has been set by the Administrator of the machine.

3850FS (Version: G0607-999). Explain to the administrator that the following

3850/ineo+

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1.1 Introduction

Check that the Encryption Key has been set by the administrator of the machine. Check that the [IPv4 Address], [Subnet Mask], and [Default Gateway] have been set by the

administrator of the machine. Check that the self-signed certificate for SSL communications has been registered by the

Administrator of the machine. Check that the date and time have been correctly set in the machine by the administrator

of the machine. Check that the ID & Print has been set to [Enable] by the administrator of the machine. Check that the Memory RX has been set to [ON] by the administrator of the machine. Check that IPsec has been set by the administrator of the machine for communications be-

tween the machine and the DNS server. Check that IPsec has been set by the administrator of the machine for communications be-

tween the machine and the SMTP server. Check that IPsec has been set by the administrator of the machine for communications be-

tween the machine and the external authentication server. Check that User Authentication has been set to [Device] or [External Server] (Active Direc-

tory only) by the Administrator of the machine. Check that Password Rules has been set to [ON] by the Administrator of the machine. Let the Administrator of the machine set Enhanced Security Mode to [ON]. Check that the various functions to be disabled manually have been properly disabled by

the administrator of the machine. The languages, in which the contents of the User’s Guide Security Operations have been

evaluated, are Japanese and English. The following lists the manuals compatible with bizhub C3850/bizhub C3350/bizhub C3850FS/ineo

• bizhub C3850/C3350/C3850FS User’s Guide v1.00 A3GN-9574BA-00

• bizhub C3850/C3350/C3850FS User’s Guide Security Operations 2016. 2 Ver.2.02

Explain to the administrator that the settings for the security functions for this machine have been specified.

3850/ineo+ 3350/ineo+ 3850FS (Version: G0607-999).

When the above steps have been properly carried out, the Service Engineer should make a copy of this list and give the original of this list to the Administrator of the machine. The copy should be kept at the corresponding Service Representative for filing.

Please direct your any queries about using the machine to the Service Representative shown below.

Product Name Company Name User Division Name,

Contact

Customer (Administrator of Machine)

Service Representative

Person in charge

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1.2 Security Functions

Setting the Enhanced Security Mode to [ON] will validate the security function of this machine. For details of the settings of different security functions to be changed by turning [ON] the Enhanced Security Mode, see page 2-5.

The following the major security functions when the Enhanced Security Mode is set to [ON].

Function Description

Identification and authentication function

User limiting function Specific functions to be used by each user may be limited. For details, see

HDD encryption function By setting the Encryption Key, the data stored in the HDD is encrypted, there-

Auditing function Information including operations performed on the machine and a job history

Residual information deleting function

Network communication protecting function

Access control is then provided through password authentication for any access to the Administrator Settings and User Authentication mode. Access is thereby granted only to the authenticated user. A password that can be set must meet the Password Rules. The machine does not accept setting of an easily decipherable password. For details of the Password Rules, see page 1-10. If a wrong password has been entered three cumulative times during password authentication, the machine determines that it is unauthorized access through Prohibited Functions When Authentication Error, prohibiting any further entry of the password. By prohibiting the password entry operation, the machine prevents unauthorized use or removal of data, thereby ensuring secured used of the machine. The administrator of the machine is responsible for resetting the prohibition of the password entry operation. For details, see page 2-10.

page 2-17.

by protecting the data in the HDD. For details, see page 2-25.

can be stored in the HDD. Setting the Job Log (Audit Log) allows an illegal act or inadequate operation performed on the machine to be traced. The obtained Job Log can be downloaded and viewed from the PageScope Web Connection. For details, see page 2-36.

When the machine is to be discarded or use of a leased machine is terminated at the end of the leasing contract, setting of the Overwrite HDD Data function while the machine was in use allows residual unnecessary data to be deleted, because the machine overwrites a specific overwrite value over the unnecessary data. This prevents data leakage. (Passwords, addresses, and other data set while the machine was in use should, however, be deleted manually.) For details, see page 2-29. The Overwrite All Data function overwrites and erases all data stored in all spaces of the HDD. In addition, the Restore All function resets all passwords saved in the memory area on the MFP board and the SSD board to the factory settings, thus preventing data from leaking. For details, see page 2-31. For details of items to be cleared by Overwrite All Data function, see page 1-12.

Communication data transmitted to or from the machine and client PC can be encrypted using the SSL/TLS, which prevents information leakage through sniffing over the network. For details, see page 2-47.

Check Count Clear Conditions

The following are the conditions for clearing or resetting the check count of the number of wrong entries at the time of authentication.

- Authentication of Administrator Settings is successful.

- Five minutes elapses after the machine is restarted.

- The Service Engineer performs administrator unlocking.

- User Authentication mode is successful.

- Release of Prohibited Functions When Authentication Error is executed.

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1.3 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. The machine must be controlled for its operation under the following conditions to protect the data that should be protected.

Roles of the Owner of the Machine

The owner (an individual or an organization) of the machine should take full responsibility for controlling the machine, thereby ensuring that no improper operations are performed.

- The owner of the machine should have the administrator of the machine recognize the organizational security policy and procedure, educate him or her to comply with the guidance and documents prepared by the manufacturer, and allow time for him or her to acquire required ability. The owner of the machine should also operate and manage the machine so that the administrator of the machine can configure and operate the machine appropriately according to the policy and procedure.

- The owner of the machine should have users of the machine recognize the organizational security policy and procedure, educate them to follow the policy and procedure, and operate and manage the machine so that the users acquire the required ability.

- The owner of the machine should vest the user with authority to use the machine according to the organizational security policy and procedure.

- The owner of the machine should operate and manage the machine so that the administrator of the machine checks the Job Log (Audit Log) data at appropriate timing to thereby determine whether a security compromise or a faulty condition has occurred during an operating period.

- If the Job Log (Audit Log) data is to be exported to another product, the owner of the machine should ensure that only the administrator of the machine performs the task. The owner of the machine should also operate and manage the machine so that the Job Log (Audit Log) data is not illegally accessed, deleted, or altered.

Roles and Requirements of the Administrator of the machine

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

- A single individual person who is capable of taking full responsibility for controlling the machine should be appointed as the administrator of the machine to make sure that no improper operations are performed.

- When using an SMTP server (mail server) or an DNS 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

The Administrator must control the Administrator Password and Memory RX Password appropriately so that they may not be leaked. These passwords should not be ones that can be easily guessed. The user, on the other hand, should control the User Password appropriately so that they may not be leaked. Again, these passwords should not be ones that can be easily guessed.

- Make absolutely sure that only the Administrator knows the Administrator Password and Memory RX Password.

- The Administrator must change the Administrator Password and Memory RX Password at regular intervals.

- The Administrator should make sure that any number that can easily be guessed from birthdays, employee identification numbers, and the like is not set for the Administrator Password and Memory RX Password.

- If a User Password has been changed, the Administrator should have the corresponding user change the password as soon as possible.

- If the Administrator Password has been changed by the Service Engineer, the Administrator should change the Administrator Password as soon as possible.

- The Administrator should have users ensure that the passwords set for the User Authentication and Memory RX are known only by the user concerned.

- The Administrator should have users change the passwords set for the User Authentication at regular intervals.

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1.3 Precautions for Operation Control

- The Administrator should make sure that any user does not set any number that can easily be guessed from birthdays, employee identification numbers, and the like for the passwords set for the User Authentication.

- Upon change of the Administrators, the old Administrator of the machine should promptly have the new one change the Administrator password.

External authentication server control requirements

The administrator of the machine and the server administrator are required to apply patches to, or perform account control for, this machine and the external authentication server connected to the office LAN in which the machine is installed to ensure operation control that achieves appropriate access control.

- Apply patches so that the external authentication server is always up-to-date.

- Change the corresponding account information promptly as soon as user authorities are changed.

- Delete the corresponding account information promptly as soon as the specific user is transferred.

Security function operation setting operating requirements

The administrator of the machine should observe the following operating conditions.

- The administrator of the machine should make sure that the machine is operated with the settings described in the installation checklist made properly in advance.

- The administrator of the machine should make sure of correct operation control so that the machine is used with the Enhanced Security Mode set to [ON].

- When the Enhanced Security Mode is turned [OFF], the administrator of the machine is to make various settings according to the installation checklist and then set the Enhanced Security Mode to [ON] again. For details of settings made by the service engineer, contact your service representative.

- When the machine is to be discarded or use of a leased machine is terminated at the end of the leasing contract, the administrator of the machine should use the Overwrite HDD Data function, the Overwrite All Data function, and the Restore All function to thereby prevent data to be protected from leaking.

Operation and control of the machine

The Administrator of the machine should perform the following operation control.

- The Administrator of the machine should log off from the Administrator Settings whenever the operation in the Administrator Settings is completed. The Administrator of the machine should also make sure that each individual user logs off from the User Authentication mode after the operation in the User Authentication mode is completed.

- During user registration, the administrator of the machine should make sure that the correct settings are made for the correct users, including functional restrictions.

- The administrator of the machine should set the Encryption Key according to the environment, in which this machine is used.

- The administrator of the machine should appropriately control the device certificate (SSL certificate) registered in the machine.

- The administrator of the machine should ensure that no illegal connection or access is attempted when the machine is to be connected to an external interface.

- The administrator of the machine should appropriately control the file of Job Log (Audit Log) data downloaded to, for example, a PC and ensure that none other than the administrator handles it.

- The administrator of the machine should check the Job Log (Audit Log) data at appropriate timing, thereby determining whether a security compromise or a faulty condition has occurred during an operating period.

- When generating or deleting Job Log (Audit Log) and Job Log (Audit Log) data, the administrator of the machine should check conditions of using this machine by the user.

- The administrator of the machine should make sure that each individual user updates the OS of the user's terminal and applications installed in it to eliminate any vulnerabilities.

bizhub C3850/C3350/C3850FS 1-7

1.3 Precautions for Operation Control

The administrator of the machine disables the following functions and operates and manages the machine under a condition in which those functions are disabled (While the Enhanced Security Mode is set to [ON], do not manually enable these functions).

Function Name Setting Procedure

Delete Other User Jobs Using [Administrator Settings] - [System Settings] - [Restrict User Ac-

RAW Port Setting Using [Administrator Settings] - [Network Settings] - [TCP/IP Setting]

FTP Settings Using [Administrator Settings] - [Network Settings], set [FTP Settings]

SMB Settings • Start the PageScope Web Connection and, using [Network] -

E-mail RX (POP) Start the PageScope Web Connection and, using [Network] - [E-mail

SNMP Settings Using [Administrator Settings] - [Network Settings], set [SNMP Set-

TCP Socket Settings Start the PageScope Web Connection and, using [Network] - [TCP

SSL/TLS Version Setting Start the PageScope Web Connection and, using [Security] - [PKI Set-

WebDAV Settings Start the PageScope Web Connection and, using [Network] - [Web-

DPWS Settings (Printer Settings/Scanner Settings)

Bonjour Setting Using [Administrator Settings] - [Network Settings], set [Bonjour Set-

LPD Setting Start the PageScope Web Connection and, using [Network] - [TCP/IP

Manual destination entry prohibition

OpenAPI External Start the PageScope Web Connection and, using [Network] - [OpenA-

Confidential RX User Box Select [Administrator Settings] - [Fax Settings] - [Confidential RX User

cess] - [Restrict Access to Job Settings], set [Delete Other User Jobs] to [Restrict].

- [RAW Port Setting], set [Enable] to [No].

• By setting [RAW Port Setting] to [No], the printing function via RAW port connection (Windows standard TCP/IP port) becomes unavailable.

to [Disable].

[SMB Settings] - [WINS/NetBIOS Settings] of the administrator mode, set [WINS/NetBIOS] to [Disable].

• Start the PageScope Web Connection and, using [Network] [SMB Settings] - [SMB Client Settings] of the administrator mode, set [SMB Client] to [Disable].

• Start the PageScope Web Connection and, using [Network] [SMB Settings] - [Direct Hosting Settings] of the administrator mode, set [Direct Hosting] to [Disable].

Settings] of the administrator mode, set [E-mail RX (POP)] to [Disable].

tings] to [OFF].

• To perform Registration of Device in the PageScope Data Administrator, first register the machine before disabling the SNMP Settings.

Socket Settings] - [TCP Socket Settings] of the administrator mode, set [TCP Socket] to [Disable].

• By setting [TCP Socket] to [Disable], TWAIN connection becomes unavailable.

tings] - [SSL/TLS Settings] of the administrator mode, cancel the selection of [SSL 3.0] of [SSL/TLS Version].

DAV Settings] - [WebDAV Client Settings] of the administrator mode, set [WebDAV Client] to [Disable].

• Start the PageScope Web Connection and, using [Network] [Web Service Settings] - [Printer Settings] of the administrator mode, set [Print Function] to [Disable].

• Start the PageScope Web Connection and, using [Network] [Web Service Settings] - [Scanner Settings] of the administrator mode, set [Scan Function] to [Disable].

ting] to [Disable].

Settings] of the administrator mode, set [LPD] to [Disable].

• By setting [LPD] to [Disable], the printing function via LPR port connection becomes unavailable.

The administrator of the machine registers only fax destinations and E-mail addresses.

PI Settings] of the administrator mode, set [OpenAPI External] to [Disable].

Box] and check that Confidential RX User Box is not registered.

bizhub C3850/C3350/C3850FS 1-8

1.3 Precautions for Operation Control

Function Name Setting Procedure

LDAP Setting Start the PageScope Web Connection and, using [Network] - [LDAP

Machine Maintenance Control

The Administrator of the machine should perform the following maintenance control activities.

- Provide adequate control over the machine to ensure that only the Service Engineer is able to perform physical service operations on the machine.

- Provide adequate control over the machine to ensure that any physical service operations performed on the machine by the Service Engineer are overseen by the Administrator of the machine.

- Some options require that Enhanced Security Mode be turned [OFF] before they can be used on the machine. If you are not sure whether a particular option to be additionally purchased is fully operational with the Enhanced Security Mode turned [ON], contact your Service Representative.

- Install the machine at a safe site that can be monitored and operate and manage the machine while ensuring that the machine is protected from unauthorized physical access.

Settings] - [LDAP Settings] of the administrator mode, set [LDAP] to [Disable].

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1.4 Miscellaneous

Password Rules

Study the following table for details of the number and types of characters that can be used for each password. For details of the settings of the Password Rules, see page 2-7.

Types of passwords

User Password 8 to 64

Administrator Password

: The minimum number of characters set in [Set Minimum Password Length] must be set for the password.

The default value is eight.

Number of characters

characters

8 to 16 characters

Types of characters Conditions for set-

ting/changes

• Numeric characters: 0 to 9

• Alpha characters: upper and lower case letters

• Symbols: !, #, $, %, &, ’, (, ), *, ,, -, ., /, :, ;, <, =, >, ?, @, [, \, ], ^, _, `, {, |, }, ~, +, SPACE

Selectable from among a total of 94 characters

• "”" cannot be used

• Numeric characters: 0 to 9

• Alpha characters: upper and lower case letters

• Symbols: !, #, $, %, &, ’, (, ), *, ,, -, ., /, :, ;, <, =, >, ?, @, [, \, ], ^, _, `, {, |, }, ~, ”, +, SPACE

Selectable from among a total of 95 characters

• A password only consisting of identical characters cannot be registered or changed.

• The current password must be entered before a change can be made in the setting.

• A new password to be set should not be the same as the current one.

• A password only consisting of identical characters cannot be registered or changed.

• The current password must be entered before a change can be made in the setting.

• A new password to be set should not be the same as the current one.

Precautions for Use of Various Types of Applications

Comply with the following requirements when using the PageScope Web Connection or an application of various other types. The administrator of the machine should make sure that the user observes the following requirements.

- The password control function of each application stores the password that has been entered in the PC being used. Disable the password management function of each application and perform an operation without storing a password. Use a web browser or an application of various other types that shows "*" or "-" for the password entered.

- Once the password has been entered, do not leave your PC idle without logging on.

- Set the web browser so that cache files are not saved.

- Do not access any other site once you have logged onto the machine with the PageScope Web Con-

nection. Accessing any other site or a link included in e-mail, in particular, can lead to execution of an unintended type of operation. Whenever access to any other site is necessary, be sure first to log off from the machine through the PageScope Web Connection.

- Using the same password a number of times increases the risk of spoofing.

- If a web browser such as Internet Explorer is used on the client PC side, "TLS v1" should be used for

the SSL setting.

- Optional applications not described in this User’s Guide are not covered by certification of ISO15408.

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1.4 Miscellaneous

Encrypting communications

The following are the cryptographic algorithms of key exchange and communications encryption systems supported in generation of encryption keys.

- TLS_RSA_WITH_3DES_EDE_CBC_SHA

- TLS_RSA_WITH_AES_128_CBC_SHA

- TLS_DHE_RSA_WITH_3DES_EDE_CBC_SHA

- TLS_DHE_RSA_WITH_AES_256_CBC_SHA

NOTICE

The administrator of the machine should make sure that SSL encryption communication is not performed with the SSL set in SSL v3.

Do not use an SSL certificate that is electronically signed by MD5, as an increased risk results of data to be protected being tampered with or leaked.

To eliminate the risk of the data to be protected being tampered with or leaked, refer to the recommended ciphers list disclosed by, for example, NIST and CRYPTREC and use the appropriate cryptographic technique.

Use the following browsers to ensure SSL encryption communication with appropriate strength. Use of any of the following browsers achieves SSL encryption communication that ensures confidentiality of the image data transmitted and received.

For Windows

- Microsoft Internet Explorer 11 or later

Microsoft Internet Explorer 11 is used for the ISO15408 evaluation for this machine.

Print functions

Only the following procedures are guaranteed for the print functions performed from the client PC.

- Use IPPS printing for the print functions performed using the printer driver.

- Use direct printing from the PageScope Web Connection for the print functions not performed via the

printer driver.

IPP printing

IPP (Internet Printing Protocol) is a function that allows image data stored in HDD to be printed via the Internet by using the HTTP (HyperText Transfer Protocol) of the TCP/IP Protocol. IPPS (IPP over SSL/TLS) is the type of IPP that performs the SSL encryption communication.

To perform IPPS printing, the printer driver must be installed.

In the printer addition wizard of Windows Vista/7/8/8.1, Server 2008, Server 2008 R2, Server 2012, or Server 2012 R2, type the IP address of the machine in the following format in the "URL" field.

https://[host name].[domain name]/ipp

For [Host Name] and [Domain Name], specify the names set with the DNS server.

It is noted that the name resolution is enabled through the LLMNR protocol even without ".[Domain Name]" within the local segment (the range not beyond the router).

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1.4 Miscellaneous

Windows Vista or later, which offers enhanced security functions, gives a certificate error message if the SSL certificate is one that is not issued by a certification body. In such cases, it becomes necessary to register the certificate of this machine as that issued by a reliable party for the computer account.

First, register Host Name and IP address of this machine in the DNS server in advance. Then, in TCP/IP Settings of PageScope Web Connection, set the DNS Host Name and DNS Default Domain Name registered with the DNS server.

It should also be noted that, for the certificate to be imported, a certificate for SSL encryption communication should be registered in PageScope Web Connection and exported in advance as the certificate including the public key.

1 From "Continue to this website," call the PageScope Web Connection window to the screen.

2 Click "Certificate Error" to display the certificate. Then, click "Install Certificate" to install the certificate.

3 Display the physical stores. Then, deploy the certificate, which has earlier been exported, in "Local

Computer" of "Trusted Root Certification Authorities" to thereby import the certificate.

Items of Data Cleared by Data Erase Function

The data erase function clears the following items of data.

NOTICE

Perform "Restore All" from the control panel of the machine, and not via the network.

The encryption key is not deleted even if Restore All or Overwrite All Data is performed. For the detailed deleting procedure, see page 2-28.

Items of Data Cleared Description Method

Enhanced Security Mode Set to [OFF] Overwrite All Data

User registration data Deletes all user-related data that has been

Scan to HDD file Deletes all files stored as "Personal" by

ID & Print file Deletes all ID & Print files Overwrite All Data

Image files • Image files saved other than the files

Destination recipient data files

Administrator Password Clears the currently set password, reset-

SSL certificate Deletes the currently set SSL certificate Overwrite All Data

Network Setting Clears the currently set network settings

Machine setting data Deletes the machine setting data Restore All

Trusted channel setting data Deletes the trusted channel setting data Restore All

registered

Scan to HDD

stored as "Personal" by Scan to HDD, and ID & Print files

• Image files of jobs in job queue state

• Remainder data files, used as image files and not deleted through only the general deletion operation

• Temporary data files generated during print image file processing

Deletes all destination recipient data including e-mail addresses and telephone numbers

ting it to the factory setting

(DNS Server setting, IP Address setting, and SMTP Server setting), resetting it to the factory setting

HDD Format Restore All

Overwrite All Data HDD Format

HDD Format

Overwrite All Data HDD Format

Restore All

HDD Format Restore All

Restore All

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1.4 Miscellaneous

Items of Data Cleared Description Method

External server identification setting data

Time Adjustment Settings (NTP)

HDD Format

Execute HDD format when, for example, to initialize the HDD (to be reset to the default state) or when the HDD is replaced with a referent one. Executing HDD format deletes data saved in the machine’s HDD.

- For details of items that are cleared by HDD Format, see page 1-12.

- HDD formatting turns [OFF] the Enhanced Security Mode. So, it must be turned [ON] again. For details

of settings, see page 2-5.

- To execute HDD format, perform [HDD Format] in [Utility] - [Administrator Settings] - [Security Settings]

- [HDD Settings].

Upgrading of the firmware

If upgrading of the firmware has been performed by the service engineer, the Administrator of the machine must execute [Restore All]. Execute [Restore All] after the firmware has been upgraded. For details of the execution of [Restore All], see page 2-34.

- For details of items of data to be cleared by [Restore All], see page 1-12.

- The execution of [Restore All] will turn [OFF] the Enhanced Security Mode. So, it must be turned [ON]

again. For details of settings, see page 2-5.

Deletes the external server identification setting data

Set to [Disable] Restore All

Overwrite All Data HDD Format

Software and hardware used in the machine

The following lists the software, hardware, and their versions used for the ISO15408 evaluation for this machine and they are the same as those listed on the security target.

The user should appropriately manage the software and hardware used with the machine on his or her own responsibility.

Software/Hardware Version, etc.

FAX Kit FK-512

OS (Operating System) Windows 7 Professional SP1

Internet Explorer Ver. 11

Mozilla Firefox Ver. 36

Printer Driver • PCL v3.0.0

• XPS v3.0.1

PageScope Data Administrator with Device Set-Up and Utilities

PageScope Data Administrator

Ver. 1.0.06000

Ver. 4.1.35000

Self-test function (encryption key and firmware verification)

When the Enhanced Security Mode is set to [ON], the machine checks the encryption key and the firmware to make sure that they remain intact when the power switch is turned ON.

If a fault is present, an alarm screen that warns that a fault has occurred appears when the machine is started. If the alarm screen appears, contact your Service Representative.

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1.4 Miscellaneous

IPsec setting

This machine offers a choice of two authentication methods of [Pre-Shared Key] and [Digital Signature] for authenticating the remote machine with which to communicate.

When [Pre-Shared Key] is to be used, control the pre-shared key appropriately to ensure that it is not leaked to any third party other than the remote machine with which to communicate. For the shared key, set a value that consists of a combination of eight or more alphanumeric characters and that cannot be easily guessed. Do not set a value that can be easily guessed from your birthday, employee identification number, and the like.

[Digital Signature] has a higher security strength than [Pre-Shared Key].

[Main Mode] and [Aggressive Mode] are available in [Negotiation Mode] of [IKE Settings]. The default setting is [Main Mode]. The administrator of the machine should operate the machine with the [Main Mode] setting.

The ISO15408 evaluation for the machine is performed on the basis of the [Pre-Shared Key].

In IPsec setting, perform the proper management so that the conditions below are complied.

- Do not use DES but use 3DES or AES in [Encryption Algorithm].

- Do not specify NULL in [ESP Encryption Algorithm].

- Do not specify manual keys in [Key Exchange Method].

- Use character strings according to the Password Rules in [Pre-Shared Key].

CS Remote Care function

CS Remote Care is a system that manages the machine through transmission and reception of various types of data for managing the machine between the machine and the CS Remote Care center computer via a telephone/fax line, a network, or E-mail.

When the Enhanced Security Mode is set to [ON], the following functions are no longer usable: instructing to rewrite the firmware, rewriting settings of the machine.

Terminating a Session and Logging out

The machine allows the operator to automatically log out from or terminate a session, if it is unable to detect an operation on the control panel or a communication packet on the network.

The following shows the setting range and the default setting of each function. Set the time according to the environment in which the machine is used.

The administrator of the machine should explain to the user that the following settings are made. The administrator of the machine should also explain to the user immediately as soon as the setting has been changed.

Function name/software, etc Description

System Auto Reset Setting range

• [1] to [9] minutes, Default setting: [1] minute Setting procedure

• [Administrator Settings] - [System Settings] - [Reset Settings] -

[System auto reset] - [System Auto Reset Time]

Auto Logout (PageScope Web Connection)

PageScope Data Administrator Default setting: [60] minutes (No change can be made in the setting)

Setting range

• [Admin. Mode Logout Time]: [1] to [60] minutes

Default setting: [10] minutes

• [User Mode Logout Time]: [1] to [60] minutes

Default setting: [60] minutes

Setting procedure

• Start the PageScope Web Connection and, in the Administrator

Mode, select [Security] - [Auto Logout].

The time setting represents consideration for the time-consuming task, such as downloading the registered information. Be careful about leaving your seat, because the time setting is rather long.

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1.4 Miscellaneous

Authentication error during external server authentication

If a user is unable to log in successfully during user authentication using the external server authentication, possible causes include the status of connection to the external server, the condition of the external server (the server is down), and the status of user registration with the external server such as the number of users to be controlled by the machine reaching its limit and the user password quality on the external server.

The administrator of the machine should check these points and make the appropriate settings.

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Administrator Operations

2.1 Accessing the Administrator Settings

2 Administrator Operations

2.1 Accessing the Administrator Settings

In Administrator Settings, the settings for the machine system and network can be registered or changed.

This machine implements authentication of the user of the Administrator Settings function through the Administrator Password that verifies the identity as the Administrator of the person who accesses the function. During the authentication procedure, the Administrator Password entered for the authentication purpose appears as "*" or "-" on the display. A failure in authentication as a result of the entry of a wrong password is counted as unauthorized access.

NOTICE

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

If the Administrator Password is forgotten, it must be set again by the Service Engineer. Contact your Service Representative.

Accessing the Administrator Settings

The machine does not accept access to the Administrator Settings under any of the following conditions. Wait for some while before attempting to gain access to the Administrator Settings again (Except for access from PageScope Web Connection).

- There is a job being executed by the machine.

- There is a reserved job (timer TX, fax redial waiting, etc.) in the machine.

- Immediately after the power switch has been turned ON.

- A malfunction code is displayed on the machine.

0 Do not leave the machine with the setting screen of Administrator Settings left shown on the display. If

it is absolutely necessary to leave the machine, be sure first to log off from the Administrator Settings.

1 Touch [Utility].

2 Touch [Administrator Settings].

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2.1 Accessing the Administrator Settings

3 Enter the Administrator Password from the keyboard.

% Touch [C] to clear all characters. % Touch [ ] to delete the last character entered. % Touch [Shift] to show the upper case/symbol screen. % Touch [Cancel] to go back to the previous screen.

4 Touch [OK].

% If a wrong Administrator Password is entered, a message that tells that the Administrator Password

does not match appears. Enter the correct Administrator Password.

% A failure in authentication as a result of the entry of a wrong password is counted as unauthorized

access. If the cumulative number of unauthorized accesses reaches three during operation of the machine, the machine is set into an access lock state and prohibits any subsequent password entry operations. To cancel the access lock state, settings must be made by the Service Engineer; or, turn off, then on, the power switch of the machine. When the power switch is turned off, then on again, wait at least 10 seconds to turn it on after turning it off. This interval is necessary to ensure that the machine functions properly.

5 Press the [Reset] key to log off from the Administrator Settings.

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2.1 Accessing the Administrator Settings

0 Do not leave the machine with the Administrator Mode setting screen left shown on the display. If it is

absolutely necessary to leave the machine, be sure first to log off from the Administrator Mode.

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 Click the Administrator radio button and [Log in].

5 Enter the Administrator Password in the password box.

% When accessing the Administrator Mode using the PageScope Web Connection, enter the same

Administrator Password as that for the machine.

6 Click [OK].

% If a wrong Administrator Password is entered, a message that tells that the authentication has failed

appears. Enter the correct Administrator Password.

% A failure in authentication as a result of the entry of a wrong password is counted as unauthorized

7 Click [Log out]. This allows you to log off from the Administrator Mode.

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2.2 Enhancing the Security Function

When access to the machine by the Administrator of the machine through the Administrator Settings from the control panel is authenticated, the machine enables setting of the Enhanced Security Mode that allows settings for enhancing each of different security functions to be converted all at once.

In the Enhanced Security Mode, the machine allows selection of whether to use the Enhanced Security Mode or not. When the Enhanced Security Mode is set to [ON], the security function is enhanced by automatically setting such functions as that which determines whether each password meets predetermined requirements.

The following settings must first be made before the Enhanced Security Mode is set to [ON].

Settings to be Made in Advance Description

Administrator Password Meet the Password Rules.

The factory setting is "12345678."

Encryption Key Set the Encryption Key.

User Authentication Set to either [Device] or [External Server] (Active Directory).

Certificate for SSL Register the self-signed certificate for SSL communications.

Password Rules Set to [ON].

Service settings Calls for setting made by the Service Engineer. For details, contact

your Service Representative.

Setting the Enhanced Security Mode to [ON] changes the setting values of the following functions.

Function Name Factory Setting When Enhanced Security Mode is set to [ON]

Password Rules OFF ON (not to be changed)

Public Access Restrict Restrict (not to be changed)

Print without Authentication

User Name List OFF OFF (not to be changed)

Registering and Changing Address by the user

SSL Disable Enable (not to be changed)

SSL Encryption Strength AES-256, 3DES,

SSL Settings (http) OFF ON (not to be changed)

SSL communication (OpenAPI)

FTP Server Enable Disable

S/MIME Disable Enable (not to be changed)

E-mail Text Encryption Method (when S/MIME is enabled)

Digital Signature (when S/MIME is enabled)

Digital Signature Type (when S/MIME is enabled)

Administrator Password Change Via Network (PageScope Web Connection)

Network firmware update protect

Restrict Restrict (not to be changed)

Allow Restrict (not to be changed)

RC4-128, DES, RC4-40

Non-SSL Only SSL Only (not to be changed)

3DES 3DES (not to be changed if the encryption method

Do not add signature

SHA-1 SHA-256 (not to be changed)

Enabled Restrict

Invalid Valid

If [ON] is set for Password Rules, the types and number of characters to be used for each password are limited. For details of the Password Rules, see page 1-10.

AES-256, 3DES (not to be changed to one containing strength lower than AES/3DES)

(Selection can be made between [Enable] and [Disable])

stronger than 3DES is applied)

Select when sending

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2.2 Enhancing the Security Function

Function Name Factory Setting When Enhanced Security Mode is set to [ON]

CS Remote Care Usable Remote device setting disabled

IWS Settings Disable Disable (not to be changed)

Account Track Off Off (Not to be changed)

Restrict Scan to USB OFF ON (not to be changed)

Print Document (External memory)

WebDAV Server Settings Enable Disable (not to be changed)

Audit Log OFF ON (not to be changed)

Web Browser Setting Enable Disable (not to be changed)

Restrict Internet Fax TX Allow Restrict (to be changed)

Restrict Internet Fax RX Allow Restrict (to be changed)

Restrict PC-Fax TX Allow Restrict (to be changed)

SSDP Disable Disable (to be changed)

Polling TX (Fax) OFF OFF (to be changed)

Overwrite HDD Data Disable Enable (not to be changed)

Self-test function (encryption key and firmware verification)

Temporarily Save Authentication Information (external server authentication)

External Memory Backup (Service mode)

IC card authentication None None

QR Code Display Setting Not Display Not Display (not to be changed)

FAX function restriction (Registration user)

FAX function restriction (User using external server authentication)

Import/export of destination/authentication information

ON OFF (not to be changed)

Disable Enable

Enable Disable (not to be changed)

Allow Restrict

Allow Restrict (Default value for registration)

Allow Restrict (not to be changed)

NOTICE

When Password Rules is set to [ON] the number and types of characters used for each password are restricted. For details of the Password Rules, see page 1-10.

Turning ON the Enhanced Security Mode does not enable the ID & Print function. Enable the function manually to protect image files. For details of the ID & Print function, see page 2-14.

The Enhanced Security Mode is set to [OFF], if the Administrator of the machine executes any of the following functions. Set the Enhanced Security Mode to [ON] again.

- [HDD Format] is executed.

- [Overwrite All Data] is executed.

- [Restore All] of [Initialize] is executed.

- [Restore Network] of [Initialize] is executed.

- [Restore System] of [Initialize] is executed.

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2.2 Enhancing the Security Function

2.2.1 Setting the Password Rules

0 For the procedure to call the Administrator Settings on the display, see page 2-2. 0 Do not leave the machine with the setting screen of Administrator Settings left shown on the display. If

it is absolutely necessary to leave the machine, be sure first to log off from the Administrator Settings.

NOTICE

Password Rules cannot be set to [ON], if the various types of currently set passwords do not meet the Password Rules. First, make sure that the passwords meet the Password Rules before attempting to set Password Rules to [ON]. For details of the Password Rules, see page 1-10.

1 Call the Administrator Settings on the display from the control panel.

2 Touch [ ].

3 Touch [Security Settings].

4 Touch [Security Details].

5 Touch [Password Rules].

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2.2 Enhancing the Security Function

6 Select [ON] and set [Set Minimum Password Length] (8 to 16 characters).

7 Touch [OK].

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2.2 Enhancing the Security Function

2.2.2 Setting the Enhanced Security Mode

0 For the procedure to call the Security Settings screen on the display, see steps 1 through 3 of page 2-7. 0 Do not leave the machine with the setting screen of Administrator Settings left shown on the display. If

it is absolutely necessary to leave the machine, be sure first to log off from the Administrator Settings.

0 The Enhanced Security Mode is factory-set to [OFF]. Be sure to turn [ON] the Enhanced Security Mode

so as to enable the security function of the machine.

1 Call the Security Settings screen on the display from the control panel.

2 Touch [Enhanced Security Mode].

3 Select [ON] to enable the Enhanced Security Mode and touch [OK].

Touch [OK], then the machine restarts automatically.

% [ON] can be selected only if the Administrator of the machine has made the necessary settings be-

forehand. For details of the necessary settings, see page 2-5.

% If the Enhanced Security Mode is properly set to [ON], a key icon appears at the portion enclosed

by a red frame of the screen, indicating that the machine is in the Enhanced Security Mode.

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2.3 Canceling the Operation Prohibited State

When access to the machine by the administrator of the machine through the Administrator Settings from the control panel is authenticated, the machine enables the operation of Release Setting performed for canceling the state of Prohibited Functions When Authentication Error (access lock state) as a result of unauthorized access.

If a wrong password has been entered three cumulative times during password authentication, the machine determines that it is unauthorized access, prohibiting any further entry of the password. By prohibiting the password entry operation, the machine prevents unauthorized use or removal of data, thereby ensuring secured used of the machine.

Release Setting clears the unauthorized access check count for all User Authentication, resetting it to zero and canceling the operation prohibited state. Perform the following procedure to cancel the operation prohibited state.

Operation Prohibited State Canceling procedure

Administrator Settings Turn OFF and ON the power switch; wait for five minutes and then

cancel the operation prohibited state.

User authentication The Administrator touches [Release] to cancel the operation pro-

hibited state.

NOTICE

The cumulative number of times a wrong password is entered is counted commonly, and not uniquely, by the control panel and the client PC. When either one is set into the access lock state, access via the other one is also prohibited.

Performing Release Setting

0 For the procedure to call the Security Details screen on the display, see steps 1 through 4 of page 2-7. 0 Do not leave the machine with the setting screen of Administrator Settings left shown on the display. If

it is absolutely necessary to leave the machine, be sure first to log off from the Administrator Settings.

0 When the power switch is turned off, then on again, wait at least 10 seconds to turn it on after turning

it off. if there is no wait period between turning the power switch off, then on again, the machine may not function properly.

1 Call the Security Details screen on the display from the control panel.

2 Touch [Release].

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2.3 Canceling the Operation Prohibited State

3 Select the function, for which Prohibit Function as a result of unauthorized access is to be released.

4 Touch [OK].

This clears the unauthorized access check count of the specific function selected in the previous step and cancels the operation prohibited state.

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2.4 Setting the Authentication Method

When access to the machine by the Administrator of the machine through the Administrator Settings is authenticated, the machine enables setting of the authentication method for User Authentication.

The User Authentication method may be [Device] that uses the authentication system the machine has, [External Server] that uses the external server authentication of the external server, or [Off]. If the Enhanced Security Mode is set to [ON], the authentication method should be operated by either [Device] or [External Server] (Active Directory).

NOTICE

If [External Server] is selected for the authentication method, be sure to select [Active Directory] in the External Server Settings.

For the Kerberos protocol of the Active Directory, specify AES-128 or AES-256 instead of DES as the encryption level on the server settings.

Setting the Authentication Method

0 For the procedure to access the Administrator Mode, see page 2-2. 0 Do not leave the machine with the Administrator Mode setting screen left shown on the display. If it is

absolutely necessary to leave the machine, be sure first to log off from the Administrator Mode.

1 Start PageScope Web Connection and access the Administrator Mode.

2 Click the [Security] tab.

3 Select [Device] or [External Server] from the User Authentication pull-down menu, and click [Apply].

If [External Server] is selected, perform steps 4 through 8.

4 If [External Server] is selected, click [External Server List] from [Authentication] menu.

% When external server authentication is used, change settings after deleting registered users. % Do not use an external server on which more than 1,000 users are registered. % Make sure that the machine and the external server retain the same user registration status at all

times.

% Do not add any user who is yet to be registered in the machine to the external server when the ma-

chine has 1,000 registered users.

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2.4 Setting the Authentication Method

5 Click [Edit].

6 Select [Active Directory] and click [Next].

7 Make the necessary settings.

8 Click [Apply].

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2.5 ID & Print Setting Function

When access to the machine by the Administrator of the machine through the Administrator Settings is authenticated, the machine enables setting of the operation of the ID & Print function.

The ID & Print function temporarily stores print data transmitted from the PC in the HDD of the machine and, after user authentication is successful in this machine, automatically prints the print data of the user in question.

NOTICE

The ID & Print file is automatically deleted after 24 hours.

The Administrator must first make User Authentication settings before setting the ID & Print function. For details of the User Authentication, see page 2-12.

Setting the ID & Print

0 For the procedure to access the Administrator Mode, see page 2-2. 0 Do not leave the machine with the Administrator Mode setting screen left shown on the display. If it is

absolutely necessary to leave the machine, be sure first to log off from the Administrator Mode.

1 Start PageScope Web Connection and access the Administrator Mode.

2 Click the [Security] tab and [ID & Print Settings].

3 Select [Enable] from the pull-down menu of [ID & Print].

% If [Enable] is set, the document is stored as ID & Print file even if [Print] is selected on the printer

driver side.

4 Click [Apply].

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2.6 System Auto Reset Function

When access to the machine by the Administrator of the machine through the Administrator Settings from the control panel is authenticated, the machine enables setting of the operation of the system auto reset function.

If no operations are performed for a predetermined period of time during access to the Administrator Settings or user mode (during setting of User Authentication) from the control panel, the system auto reset function automatically causes the user to log off from the mode.

The predetermined period of time, after which the system auto reset function is activated, can be selected from among nine values between 1 min. and 9 min. System auto reset can also be set to [OFF]. If no operations are performed for 1 min. even with system auto reset set to [OFF], the function causes the user to log off from the mode automatically.

Reference

- Processing of a specific job, however, takes precedence over the system auto reset function. That is, even if a predetermined period of time elapses during which no operations are performed, once the processing of the specific job has been started, the system auto reset function does not cause the user to log off from the mode. The user logs off from the mode after the lapse of a predetermined period of time after the processing of the specific job is completed.

Setting the System Auto Reset function

0 For the procedure to call the Administrator Settings on the display, see page 2-2. 0 Do not leave the machine with the setting screen of Administrator Settings left shown on the display. If

it is absolutely necessary to leave the machine, be sure first to log off from the Administrator Settings.

1 Call the Administrator Settings on the display from the control panel.

2 Touch [System Settings].

3 Touch [ ].

4 Touch [Reset Settings].

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2.6 System Auto Reset Function

5 Touch [System auto reset].

6 Touch [System Auto Reset Time].

7 Select [ON], and enter the period of time (1 min. to 9 min.) after which system auto reset is activated

using [-]/[+] key.

% If no operations are performed for 1 min. even with system auto reset set to [OFF], the function is

activated to cause the user to log off from the mode automatically.

% The time for system auto reset can be set to a value between 1 min. and 9 min., variable in 1-min.

increments.

8 Touch [OK].

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2.7 User Setting Function

When access to the machine by the Administrator of the machine through the Administrator Settings is authenticated, the machine enables registration of the users who can use the machine. It also enables operations for deleting a user and changing a User Password.

User Registration allows the User Name, User Password, and other user information to be registered for enabling access to, or operation of, the machine. Up to 1,000 different users can be registered. User Registration allows identification and authentication of each individual user, thereby preventing unauthorized use of the machine. The User Password is controlled based on passwords that meets the Password Rules and the password entered is displayed as "*" or "-."

NOTICE

Only a specific user authorized by the administrator can access the fax transmission and Memory RX functions. For registration of a new user with the Enhanced Security Mode set to [ON], the default setting for [Function Permission] - [Fax] is [Restrict]. For other items the default setting is [Allow].

Additionally, be careful to the following

- If [External Server] (Active Directory) is set for the authentication method, it is not possible to make user registration or change a User Password from PageScope Web Connection. To register or change a user, make the settings on the server side. If PageScope Data Administrator is used for registering user information, however, authentication fails if the user name is different from the name registered on the External Server. Further, a User Password can be set, but is not to be used for authentication.

- If [External Server] (Active Directory) is set for the authentication method and if a user not registered with this machine is authenticated through user authentication, that particular user name is automatically registered in the machine.

- If [External Server] (Active Directory) is set for the authentication method and if a user registered with this machine is authenticated through user authentication, that particular user name, along with the External Server name, is automatically registered in the machine. No two User Names registered in an External Server may be alike.

- If the user authentication method is changed between [Device] and [External Server], the user information registered under the previous authentication method cannot be used under the new authentication method. Set the user information again after the user authentication method is changed.

- To change a user name from the external server side when [External Server] (Active Directory) is set for the authentication method, first delete the user whose name is to be changed from the machine.

- If a user name is changed when [Device] is set for the authentication method, the image file owned by the user in question before the change are deleted.

- If authentication is implemented using two or more external servers, make sure that the user name registered in each of the different servers remains the same.

- If [External Server] (Active Directory) is set for the authentication method and if the External Server is deleted, the following user registration information and data as they relate to the server will be deleted.

– User name, user password – Scan to HDD files and ID & Print files owned by the user

Making user setting

0 For the procedure to access the Administrator Mode, see page 2-2. 0 Do not leave the machine with the Administrator Mode setting screen left shown on the display. If it is

absolutely necessary to leave the machine, be sure first to log off from the Administrator Mode.

0 If a user has been registered, promptly notify the user in question of the registration and have him or

her change the password.

1 Start PageScope Web Connection and access the Administrator Mode.

2 Click the [Security] tab and [User List].

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2.7 User Setting Function

3 Click [New Registration].

% To change a User Password, click [Edit] and select the "Change Password" check box. Then, enter

the new User Password.

4 Enter User Name and Password and perform other settings if necessary.

% To restrict the functions the user can use, use [Function Permission] and set Allow or Restrict for

each function.

% A User Name that already exists cannot be redundantly registered. % Click [Cancel] to go back to the previous screen.

5 Click [Apply].

% If the entered User Password does not meet the requirements of the Password Rules, a message

that tells that the entered User Password cannot be used appears. Enter the correct User Password. For details of the Password Rules, see page 1-10.

6 Check the message that tells that the setting has been completed. Then, click [OK].

% To delete a previously registered user, click [Delete] in step 3. Check the contents of registration on

the confirmation screen and click [OK] if the user is to be deleted. If a user is deleted, the image files owned by that specific user are deleted.

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2.8 Memory RX Function

When access to the machine by the administrator of the machine through the Administrator Settings is authenticated, the machine enables setting of the operation of the Memory RX function.

Setting the Memory RX function allows a received fax to be stored in memory of this machine without its being printed. Because the received faxes are forcibly stored in memory of this machine, this will prevent important faxes from being stolen or lost and therefore enhance security. For details of how to access a saved file, see page 2-21.

NOTICE

Make sure that the user who has been authorized to operate the file received through the Memory RX function is instructed to quickly remove the printed paper. Leaving the printed paper unattended can allow an unknown person to take away the printed paper.

2.8.1 Setting Memory RX

0 For the procedure to call the Administrator Settings on the display, see page 2-2. 0 Do not leave the machine with the setting screen of Administrator Settings left shown on the display. If

it is absolutely necessary to leave the machine, be sure first to log off from the Administrator Settings.

1 Call the Administrator Settings on the display from the control panel.

2 Touch [Fax Settings].

3 Touch [Function Settings].

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2.8 Memory RX Function

4 Touch [Memory RX Setting].

5 Select [ON] and touch the Value field.

6 Enter the Memory RX Password consisting of eight characters.

% Make sure that the Memory RX Password consists of eight characters.

7 Touch [OK].

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2.8 Memory RX Function

2.8.2 Accessing the Memory RX file

0 For the procedure to access the Administrator Mode, see page 2-2. 0 Do not leave the machine with the setting screen of Administrator Mode left shown on the display. If it

is absolutely necessary to leave the machine, be sure first to log off from the Administrator Mode.

1 Start PageScope Web Connection and access the Administrator Mode.

2 Click the [Storage] tab.

3 Click [PC-Fax] from the menu.

4 Enter the Password that is set in the Memory RX, and click [OK].

5 A list appears showing image files saved in the HDD.

To back up (download) a file, click [Copy] of the file in question.

% Select [Print] to print the selected file. The file is automatically deleted as soon as the printing is nor-

mally terminated.

% When [Print] is selected, be sure to quickly remove the printed paper. Leaving the printed paper un-

attended can allow an unknown person to take away the printed paper.

% If [Delete] is selected, a confirmation message appears. Click [OK] to delete the specified file.

6 Select [Save] to back up (download) the image file in the PC.

% The backed up (downloaded) file is not deleted from the machine.

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2.9 Changing the Administrator Password

When access to the machine by the Administrator of the machine through the Administrator Settings from the control panel is authenticated, the machine enables the operation of changing the Administrator Password required for accessing the Administrator Settings.

The Administrator Password entered for the authentication purpose appears as "*" on the display.

Changing the Administrator Password

it is absolutely necessary to leave the machine, be sure first to log off from the Administrator Settings.

1 Call the Security Settings screen on the display from the control panel.

2 Touch [Administrator Password].

3 Touch the [Current Password] field.

4 Enter the currently set Administrator Password from the keyboard.

% Touch [C] to clear all characters. % Touch [ ] to delete the last character entered. % Touch [Shift] to show the upper case/symbol screen.

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2.9 Changing the Administrator Password

% Touch [Cancel] to go back to the previous screen.

5 Touch [OK].

% If a wrong Administrator Password is entered, a message that tells that the Administrator Password

does not match appears. Enter the correct Administrator Password.

% A failure in authentication as a result of the entry of a wrong password is counted as unauthorized

6 Touch the [Password] field.

7 Enter the new Administrator Password from the keyboard, and touch [OK].

% Touch [C] to clear all characters. % Touch [ ] to delete the last character entered. % Touch [Shift] to show the upper case/symbol screen. % Touch [Cancel] to go back to the previous screen.

8 Touch the [Password Confirmation] field.

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2.9 Changing the Administrator Password

9 To prevent entry of a wrong Administrator Password, enter the new Administrator Password once

again, and touch [OK].

% Touch [C] to clear all characters. % Touch [ ] to delete the last character entered. % Touch [Shift] to show the upper case/symbol screen. % Touch [Cancel] to go back to the previous screen.

10 Touch [OK].

% If the entered Administrator Password does not meet the requirements of the Password Rules, a

message that tells that the entered Administrator Password cannot be used appears. Enter the correct Administrator Password. For details of the Password Rules, see page 1-10.

% If the entered Administrator Password does not match, [OK] cannot be touched. Enter the correct

Administrator Password.

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2.10 Protecting Data in the HDD

When access to the machine by the administrator of the machine through the Administrator Settings from the control panel is authenticated, the machine enables the operation for setting and deleting the Encryption Key.

By setting the Encryption Key, the data stored in the HDD is encrypted, thereby protecting the data in the HDD. The Encryption Key entered is displayed as "*."

NOTICE

If the HDD develops a fault, call your Service Representative.

The following shows setting conditions for the Encryption Key. Perform settings for the Encryption Key fitting these conditions.

Number of characters

20 characters • Numeric characters: 0 to 9

Reference

- When an Encryption Key (encryption word) is set using HDD Encryption Setting, an Encryption Key with a key length of 256 bits is generated. The generated encryption key is used to encrypt or decrypt data through AES encryption algorithm.

Types of characters

• Alpha characters: upper and lower case letters

• Symbols: !, ", #, $, %, &, ', (, ), *, ,, -, ., /, :, ;, <, =, >, ?, @, [, \, ], ^, _, `, {, |, }, ~, +, SPACE

Selectable from among a total of 95 characters An Encryption Key consisting of identical characters only cannot be registered. An Encryption Key consisting of an identical character type only cannot be registered.

2.10.1 Setting the Encryption Key

it is absolutely necessary to leave the machine, be sure first to log off from the Administrator Settings.

0 To prevent data from leaking as a result of reinstallation of the HDD on another device, a unique value

that varies from one device to another must be set for the encryption key.

0 Do not set any number that can easily be guessed from birthdays, employee identification numbers,

and the like for the Encryption Key.

0 Make sure that nobody but the administrator of the machine comes to know the Encryption Key. 0 Executing HDD Format erases data in the HDD. It is recommended that important data should be saved

in a backup medium in advance. Execution of HDD Format will also reset the setting values of different functions to the default values. Set the Enhanced Security Mode to [ON] again.

1 Call the Security Settings screen on the display from the control panel.

2 Touch [HDD Settings].

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2.10 Protecting Data in the HDD

3 Touch [HDD Encryption Setting].

4 Select [ON] and touch [OK].

5 A confirmation message appears. Select [Start] and touch [OK].

% Changing the setting of HDD Encryption Setting (switching between ON and OFF) will format the

HDD. For details of items that are cleared by HDD Format, see page 1-12.

6 Touch the [Value] field.

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2.10 Protecting Data in the HDD

7 Enter the 20 characters Encryption Key from the keyboard, and [OK].

% If the entered Encryption Key does not meet the setting requirements, [OK] cannot be touched. % Touch [C] to clear all characters. % Touch [ ] to delete the last character entered. % Touch [Shift] to show the upper case/symbol screen. % Touch [Cancel] to go back to the previous screen.

8 Touch [OK].

The machine restarts automatically.

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2.10 Protecting Data in the HDD

2.10.2 Deleting the encryption key

0 For the procedure to call the HDD Encryption Setting screen on the display, see steps 1 through 3 of

page 2-25.

0 Do not leave the machine with the setting screen of Administrator Settings left shown on the display. If

it is absolutely necessary to leave the machine, be sure first to log off from the Administrator Settings.

0 The encryption key cannot be deleted with the Enhanced Security Mode set to [ON].

1 Call the HDD Encryption Setting screen on the display from the control panel.

2 Select [OFF], and touch [OK].

3 A confirmation message appears. Select [Start], and touch [OK].

The machine restarts automatically.

% Changing the setting of HDD Encryption Setting (switching between ON and OFF) will format the

HDD. For details of items that are cleared by HDD Format, see page 1-12.

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2.10 Protecting Data in the HDD

2.10.3 Setting the Overwrite HDD Data

Setting the Overwrite HDD Data function allows data stored in the HDD to be deleted at such timing as the end of the print cycle by writing specific data over the data that is no longer required. By deleting residual data that is no longer necessary, data leakage can be prevented from occurring.

The following types of data are subject to the Overwrite HDD Data function:

- Copy, scan, print, or fax job data that is no longer necessary

- PC print job data (direct print, PS print) that is no longer necessary

- Data that is no longer necessary as a result of the data being specified to be deleted

Data stored in the HDD is to be deleted at the following timing:

- At the end (including an end as a result of cancellation) of a copy, scan, print, or fax job performed by a user who has been authenticated by User Authentication

- A job is deleted by the administrator or a user (who has been authenticated by User Authentication)

- A document in a HDD is deleted by the administrator or a user (who has been authenticated by User

Authentication)

- A document is automatically deleted after the lapse of a predetermined period of time set in the ma-

: The machine offers the following types of automatic HDD document deleting functions based on a prede-

termined period of time set in it.

- To be set through [Administrator Settings] - [System Settings] - [Folder Settings] - [Document Delete

- To be set through [Administrator Settings] - [System Settings] - [Folder Settings] - [Scanned Documents

Reference

- If a job being processed is abnormally terminated, the residual data is deleted through Overwrite HDD

- If the machine is turned off during an Overwrite HDD Data sequence, the Overwrite HDD Data sequence

- If an Overwrite HDD Data sequence being performed is interrupted by, for example, a fault, a response

chine

Time Setting].

Delete Frequency Setting].

Data.

is resumed automatically after the machine is turned on again.

is detected at 30-sec. intervals and the Overwrite HDD Data sequence, if found interrupted, is resumed automatically.

0 For the procedure to call the HDD Settings screen on the display, see steps 1 and 2 of page 2-25. 0 Do not leave the machine with the setting screen of Administrator Settings left shown on the display. If

it is absolutely necessary to leave the machine, be sure first to log off from the Administrator Settings.

0 Executing HDD Format erases data in the HDD. It is recommended that important data should be saved

in a backup medium in advance. Execution of HDD Format will also reset the setting values of different functions to the default values. Set the Enhanced Security Mode to [ON] again. For the functions whose settings are reset to the default values, see page 1-12.

1 Call the HDD Settings screen on the display from the control panel.

2 Touch [Overwrite HDD Data].

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2.10 Protecting Data in the HDD

3 Touch [HDD Overwrite Method].

4 Select [Mode 1] or [Mode 2].

Item Description

[Mode 1] Overwritten with "0x00"

[Mode 2] Overwritten with "0x00" - Overwritten with "0xff" - Overwritten with letter "a"

(0x61) - Verified

5 Touch [OK].

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2.11 Erasing data when the machine is to be discarded or use of a leased machine is terminated

When the machine is to be discarded or use of a leased machine is terminated at the end of the leasing contract, be sure to erase all data to prevent data left in the machine from leaking. Different methods of erase apply depending on the data space. See the table below for more details.

Data space Erase method

HDD Overwrite All Data

Memory area on the MFP board Restore All

NOTICE

Perform erase operations for all of HDD and memory area on the MFP board.

When erase operations are performed, make sure that the operation is normally terminated for data in each of the three different data spaces. If an error occurs during execution of the erase operations, contact your Service Representative for appropriate action.

The Enhanced Security Mode is set to [OFF], if Overwrite All Data or Restore All is executed.

The encryption key is registered in the memory area on the MFP board, but is not deleted even if Restore All or Overwrite All Data is performed. After Restore All or Overwrite All Data is performed, the encryption key must be deleted manually. For details, see page 2-28.

2.11.1 Setting the Overwrite All Data

The HDD Overwrite Method offers the choice of eight different modes, [Mode 1] through [Mode 8]. Overwrite All Data takes about less than three hours in [Mode 1] at the minimum and about 23 hours in [Mode 6] at the maximum.

Mode Description

Mode 1 Overwrites once with "0x00".

Mode 2 Overwrites with "random numbers" - "random numbers" - "0x00".

Mode 3 Overwrites with "0x00" - "0xff" - "random numbers" - verifies.

Mode 4 Overwrites with "random numbers" - "0x00" - "0xff".

Mode 5 Overwrites with "0x00" - "0xff" - "0x00" - "0xff".

Mode 6 Overwrites with "0x00" - "0xff" - "0x00" - "0xff" - "0x00" - "0xff" - "random numbers".

Mode 7 Overwrites with "0x00" - "0xff" - "0x00" - "0xff" - "0x00" - "0xff" - "0xaa".

Mode 8 Overwrites with "0x00" - "0xff" - "0x00" - "0xff" - "0x00" - "0xff" - "0xaa" - verifies.

it is absolutely necessary to leave the machine, be sure first to log off from the Administrator Settings.

0 For details of items that are cleared, see page 1-12.

1 Call the Security Settings screen on the display from the control panel.

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2.11 Erasing data when the machine is to be discarded or use of a leased machine is terminated

2 Touch [HDD Settings].

3 Touch [Overwrite All Data].

4 Touch [HDD Overwrite Method].

5 Select the desired mode.

6 Touch [OK].

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2.11 Erasing data when the machine is to be discarded or use of a leased machine is terminated

7 Touch [Execute].

8 A confirmation message appears. Touch [OK].

% When HDD Overwrite All Data is normally terminated, a message appears that prompts you to turn

OFF and ON the main power switch. Then, turn OFF and ON the main power switch as instructed by the message.

% When HDD Overwrite All Data is abnormally terminated, FATAL (HDD abnormally accessed) occurs.

Please contact your Service Representative.

% Do not turn off the power switch of the machine during execution of Overwrite All Data. If the power

switch is inadvertently turned off during the execution of Overwrite All Data and the machine, as a result, fails to recognize the HDD or develops other fault, contact your Service Representative.

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2.11 Erasing data when the machine is to be discarded or use of a leased machine is terminated

2.11.2 Setting the Restore All

The memory area on the MFP board is initialized and reset to the default state.

NOTICE

Perform "Restore All" from the control panel of the machine, and not via the network.

it is absolutely necessary to leave the machine, be sure first to log off from the Administrator Settings.

0 For details of items that are cleared, see page 1-12.

1 Call the Security Settings screen on the display from the control panel.

2 Touch [Security Details].

3 Touch [Initialize].

4 Touch [Restore All].

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2.11 Erasing data when the machine is to be discarded or use of a leased machine is terminated

5 A confirmation message appears. Touch [OK].

% When Restore All is normally terminated, the machine automatically reboots. % Do not turn off the power switch of the machine during execution of Restore All. If the power switch

is inadvertently turned off during the execution of Restore All and the machine, as a result, develops a fault, contact your Service Representative.

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2.12 Obtaining Job Log

When access to the machine by the administrator of the machine through the Administrator Settings from the control panel is authenticated, the machine enables acquisition and deletion of a Job Log. The Job Log (Audit Log) is a function that stores information on, for example, operations performed in the machine and a job history in the HDD. Setting the Job Log (Audit Log) allows an illegal act or inadequate operation performed on the machine to be traced. The obtained Job Log can be downloaded and viewed from the PageScope Web Connection.

NOTICE

Job Log obtains time/date information. So, set an accurate time/date in the machine in advance. For more details on the time/date setting, see page 2-43.

Log Type Description

[Accounting Log] Enables you to obtain information relevant to paper consumption for each user.

[Counting Log] Enables you to obtain information about paper consumption and the reduction rate

of paper used for printing.

[Audit Log] Enables you to obtain user operation or job history.

• It is recommended that Audit Log be backed up at regular intervals.

• The machine is capable of saving up to about 20,000 records of Audit Log. The maximum number of days the records can be saved depends on the operating condition of the machine.

• For example, identify the output volume of the audit log by operating the machine for several days and estimate adequate frequency of the backup operation.

Audit Log is concerned mainly with the following events.

Log relating to jobs • Jobs stored in HDD in the scan mode from the con-

Log relating to authentication

Turning ON/OFF the power switch (including starting of the Audit Log function)

2.12.1 Obtaining and deleting a Job Log

it is absolutely necessary to leave the machine, be sure first to log off from the Administrator Settings.

trol panel

• Jobs stored in HDD via the printer driver, and print jobs

• Jobs stored in HDD after fax reception

etc

• Administrator Settings

• Successful or failed administrator authentication

• Successful or failed user authentication

etc

1 Call the Security Details screen on the display from the control panel.

2 Touch [Job Log].

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2.12 Obtaining Job Log

3 Make the settings as necessary.

% Under [Overwrite], whether to enable writing over old Job Logs when the Job Log space in the HDD

is full of old Job Logs can be selected.

Item Description

[Allow] Allows Job Logs to be continuously stored by writing over old Job Logs in chrono-

[Restrict] Displays, when the Job Log space in the HDD is full, an alarm indicating that no

% If [Allow] is set for [Overwrite], illegal operations performed from an external environment (such as

repeated log-on procedures performed over the network) make the Job Log space full of data within a short period of time, so that older Job Log data is deleted. To avoid such a situation, the administrator of the machine should download the Job Log data at regular intervals or select [Restrict] for [Overwrite]. For details of downloading of the Job Log data, see page 2-38.

% If [Restrict] is selected for [Overwrite], the administrator of the machine should download Job Log

data at regular intervals to thereby delete Job Logs from the machine and to ensure that the Job Log space in the HDD is not full. For details of downloading of the Job Log data, see page 2-38.

% If the setting for [Overwrite] is switched from [Restrict] to [Allow] after saving of Job Logs is started,

overwriting is enabled with the Job Logs saved so far left as they are.

% If the setting for [Overwrite] is switched from [Allow] to [Restrict] after saving of Job Logs is started,

overwriting is prohibited with all previously saved Job Logs deleted.

% Touching [Erase Job Log] erases all Job Logs saved in the machine.

logical order even when the Job Log space in the HDD is full.

more Job Logs can be stored and stops storing Job Logs. After this event, no more jobs will be accepted.

4 When the machine is restarted, it starts obtaining Job Logs.

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2.12 Obtaining Job Log

2.12.2 Downloading the Job Log data

0 For the procedure to access the Admin Mode, see page 2-2. 0 Do not leave the machine with the Admin Mode setting screen left shown on the display. If it is abso-

lutely necessary to leave the machine, be sure first to log off from the Admin Mode.

1 Start PageScope Web Connection and access the Admin Mode.

2 Click the [System] tab.

3 Click [Job Log] - [Create Job Log] from the menu.

4 Click [OK]. This starts creating job log data.

% If no Job Logs are saved in the machine, the machine displays an error message indicating that no

Job Log data to be created is available.

% When the Job Log data is successfully created, the Job Log in the machine is deleted. % The sequence of creating the Job Log data continues even when the browser is closed during the

creating sequence. Restart the PageScope Web Connection and check that the Job Log data has been created.

% If any job logs have not been obtained, download them before creating new job log data. The job

logs that have not been obtained are deleted when the new job log data is created.

5 Click [OK].

6 Click [Job Log] - [Download Job Log] from the menu.

7 Click [OK].

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2.12 Obtaining Job Log

8 Click [Download].

This starts downloading the job log data.

% If a message appears indicating that a Job Log data file size is too large to be output, try to create

the Job Log data yet to be obtained after downloading is completed.

% Only the administrator of the machine may handle the Job Log data that has been downloaded. % The administrator of the machine should download the Job Log data at regular intervals to thereby

ensure that the machine is properly used.

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2.12 Obtaining Job Log

Job Log data

The Job Log data is read in an XML format file. The file allows various types of information to be determined, including the time/date information of log collection, information on user operations, job types, and job results.

Tag name Tag descrip-

tion

Code Operation

code

Typical display

1281 Denotes the specific operation performed.

Description

[1]: Turning ON or OFF the log function [2]: Log overflow [3]: Deleting log [4]: Missing log detected [257]: Service mode authentication (logon) [258]: Service mode authentication (logoff) [259]: Shifting to the lock state when service mode authentication fails [260]: Canceling the lock state when the service mode authentication fails [263]: Changing the service authentication password in the service mode [272]: Changing the administrator password in the service mode [513]: Administrator setting authentication (logon) [514]: Administrator setting authentication (logoff) [516]: Canceling the lock state when the administrator setting authentication fails [517]: Changing the administrator password in the administrator setting

• When the administrator password is changed, if the entered password is different from the registered one, [OK] cannot be pressed. Neither is this handled as a re-authentification failure nor is the log recorded.

[785]: Changing the authentication mode setting in the administrator setting [804]: Canceling the lock state when the user authentication fails in the administrator setting [805]: Registering a user in the administrator setting [806]: Deleting a user in the administrator setting [807]: Changing a user password in the administrator setting [809]: Changing a user attribute in the administrator setting [810]: Writing user information (Write all at once) [811]: Registering a user (automatic registration) [814]: Changing the functional restriction for users [856]: Changing ID & Print setting in the administrator setting [865]: Changing the "user change permission" setting in address settings in the administrator setting [869]: Preparing, changing, or deleting address data in the administrator setting [874]: Writing address data (Writing all at once) [875]: Registering, changing, or deleting S/MIME certificates [887]: Setting the function of correcting time [1025]: Enhanced security setting in the administrator setting [1026]: Changing the password rule setting in the administrator setting

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2.12 Obtaining Job Log

Tag name Tag descrip-

tion

Code Operation

code

Tim Time/date of

operation

Res Result code 0 Denotes the result of operation.

Typical display

1281 [1031]: Changing the Overwrite HDD Data setting

2015/4/1 12:34 Denotes time/date when the operation is per-

Description

in the administrator setting [1033]: Registering or deleting digital certificates [1034]: Network setting change in the administrator setting [1036]: Changing the HDD encryption word

• When the encryption word is set or deleted (encryption OFF operation), the HDD format is performed, therefore no logs are recorded.

[1037]: Changing the log overwrite setting [1040]: Changing digital certificates used on a protocol [1281]: User authentication (logon) [1282]: User authentication (logoff) [1283]: Shifting to the lock state in user authentication [1287]: Changing the user password by a user [1409]: Secure communication (SSL/TLS) failed (Https) [1410]: Secure communication (SSL/TLS) failed (OpenAPI) [1413]: Secure communication (SSL/TLS) failed (IPPS) [1414]: Secure communication (IPSec) failed [2561]: Turning power switch ON [2577]: Turning power switch OFF [3000]: Registering application [3001]: Application use expiration [3002]: Setting restriction code list [3003]: Deleting restriction code list [3073]: Changing time/date in the administrator setting (manual setting) [3074]: Day/Time setting (auto-correction) [3075]: Changing the system auto reset time in the administrator setting [3076]: Changing auto logout time [3329]: Changing S/MIME setting [3333]: Changing the SSL/TLS strength setting in the administrator setting [3334]: Reading documents [3335]: Sending documents [3336]: Deleting documents and others

Displayed if there is a logon event but not a logoff event, such as when the machine develops a fault after a user logged on, so that the user was unable to log off.

formed.

[0]: Normally terminated [257]: Authentication failed and others

OperatCont Details of

operation

BoxOperat Operation

information

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1 Denotes the specific detail of operation.

[1]: Enable [2]: Disable and others

- Denotes the location at which the document is stored and the name of the document to be handled.

2.12 Obtaining Job Log

Tag name Tag descrip-

tion

TrgBoxNo Document

stored location

Typical display

XXXXXXXXXX Denotes the location at which the document is

Description

stored. [0]: Location at which Memory RX and ID & Print document is stored [1000030050]: Location at which Scan to HDD document is stored [1000030070]: Location at which received fax is stored [1000030080]: Location at which transmitted fax (memory RX) is stored and others

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2.13 Setting time/date in machine

When access to the machine by the administrator of the machine through the Administrator Settings is authenticated, the machine enables setting of the time-of-day and date. Use of the network time protocol (NTP) server allows the current time/date to be adjusted automatically.

NOTICE

If the NTP server is to be used, make sure that the NTP server is a correct one and take necessary action to protect communications between the NTP server and the machine.

When performing Date/Time Settings manually, external server authentication fails if the entered information is incorrect.

2.13.1 Setting time/date

0 For the procedure to call the System Settings screen on the display, see steps 1 and 2 of page 2-15. 0 Do not leave the machine with the setting screen of Administrator Settings left shown on the display. If

it is absolutely necessary to leave the machine, be sure first to log off from the Administrator Settings.

1 Call the System Settings screen on the display from the control panel.

2 Touch [Date & Time Settings]

3 Select [Date Setting], [Time Setting], and [Time Zone] and set correct information.

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2.13 Setting time/date in machine

0 For the procedure to access the Admin Mode, see page 2-2. 0 Do not leave the machine with the Admin Mode setting screen left shown on the display. If it is abso-

lutely necessary to leave the machine, be sure first to log off from the Admin Mode.

1 Start PageScope Web Connection and access the Admin Mode.

2 Click the [System] tab.

3 Click [Date/Time Settings] - [Manual Settings] from the menu.

4 Enter the time-of-day and date and click [Apply].

% To correct the time-of-day, use [Time Zone] to set the time difference from the coordinated universal

time (UTC).

5 To correct the time-of-day using the NTP server, make the following settings.

6 Click [Date/Time Settings] - [Time Adjustment Settings] from the menu.

7 Click [Enable] from the pull-down menu of [Time Adjustment], and make the necessary settings.

8 Click [Apply].

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2.13 Setting time/date in machine

2.13.2 Setting daylight saving time

it is absolutely necessary to leave the machine, be sure first to log off from the Administrator Settings.

1 Call the System Settings screen on the display from the control panel.

2 Touch [Daylight Saving Time].

3 Select [ON] and enter the time to advance as daylight saving time using [-] or [+].

% The current time is set forward to reflect daylight saving time.

4 Touch [OK].

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2.13 Setting time/date in machine

0 For the procedure to access the Admin Mode, see page 2-2. 0 Do not leave the machine with the Admin Mode setting screen left shown on the display. If it is abso-

lutely necessary to leave the machine, be sure first to log off from the Admin Mode.

1 Start PageScope Web Connection and access the Admin Mode.

2 Click the [System] tab.

3 Click [Date/Time Settings] - [Daylight Saving Time Settings] from the menu.

4 Select [Enable] from the pull-down menu of [Daylight Saving Time], and enter time to be advanced as

the daylight saving time.

5 Click [Apply].

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2.14 SSL Setting Function

When access to the machine by the Administrator of the machine through the Administrator Settings is authenticated, the machine enables the setting of encryption of image data transmitted and received between the PC and the machine.

NOTICE

Do not use 1024-bit RSA and SHA-1 after 2014, as an increased risk results of data to be protected being tampered with or leaked.

2.14.1 Device Certificate Setting

0 For the procedure to access the Administrator Mode, see page 2-2. 0 Do not leave the machine with the Administrator Mode setting screen left shown on the display. If it is

absolutely necessary to leave the machine, be sure first to log off from the Administrator Mode.

0 The key length set for the public key of the server generated in SSL certificate setting is 1024 bits. To

maintain security, use certificates that were created by an external institution.

0 The Enhanced Security Mode is not turned [OFF] even if the validity of the certificate expires during the

Enhanced Security Mode. The Administrator of the machine should register a new certificate before the validity of the old certificate expires.

1 Start PageScope Web Connection and access the Administrator Mode.

2 Click the [Security] tab and [PKI Settings].

3 Click [New Registration].

4 Select [Create a Self-signed Certificate] and click [Next].

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2.14 SSL Setting Function

5 Make the necessary settings.

% Settings are all cleared if [Apply] is clicked with data entered for each item not meeting the require-

ments.

6 Click [Apply].

The certificate can now be registered.

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2.14 SSL Setting Function

2.14.2 SSL Setting

0 For the procedure to access the Administrator Mode, see page 2-2. 0 Do not leave the machine with the Administrator Mode setting screen left shown on the display. If it is

absolutely necessary to leave the machine, be sure first to log off from the Administrator Mode.

NOTICE

When making the SSL Setting, be sure to make sure in advance that the device certificate has been registered in the machine. For the procedure to register the device certificate, see page 2-47.

1 Start PageScope Web Connection and access the Administrator Mode.

2 Click the [Security] tab and [SSL/TLS Settings] from [PKI Settings] menu.

3 Set "Encryption Strength" and cancel the selection of "SSL 3.0" of SSL/TLS Version.

% For encryption strength, select the strong "AES-256, 3DES." % When "AES-256" is specified as the encryption strength, it works as AES-256 or AES-128. % In the Enhanced Security Mode, the setting cannot be changed to one containing strength lower

than AES/3DES.

4 Click [Apply].

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2.14 SSL Setting Function

2.14.3 Removing a Certificate

0 For the procedure to access the Administrator Mode, see page 2-2. 0 Do not leave the machine with the Administrator Mode setting screen left shown on the display. If it is

absolutely necessary to leave the machine, be sure first to log off from the Administrator Mode.

0 In the Enhanced Security Mode, no certificates can be removed.

1 Start PageScope Web Connection and access the Administrator Mode.

2 Click the [Security] tab and [PKI Settings].

3 Click [Edit].

4 Select [Delete a Certificate] and click [Next].

5 Click [OK].

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2.15 Accessing the Scan to HDD file

When access to the machine by the Administrator of the machine through the Administrator Settings is authenticated, the machine enables controls of the Scan to HDD files.

Scan to HDD stores the image file scanned by the machine in the HDD together with user information. The image file can be stored as "Public" or "Personal". The Administrator of the machine can access the machine from the PC to view a list of image files stored in the HDD or back them up (or download them).

NOTICE

The image files stored as "Personal" are protected. The Administrator of the machine should instruct the user to use "Personal" when saving highly confidential files.

Accessing the image file

0 For the procedure to access the Administrator Mode, see page 2-2. 0 Do not leave the machine with the setting screen of Administrator Mode left shown on the display. If it

is absolutely necessary to leave the machine, be sure first to log off from the Administrator Mode.

1 Start PageScope Web Connection and access the Administrator Mode.

2 Click the [Storage] tab and click [View] of the User Name by which the desired document is stored.

3 A list appears showing image files saved in the HDD.

To back up (download) a file, click [Copy] of the file in question.

% If [Delete] is selected, a confirmation message appears. Click [OK] to delete the specified file.

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2.15 Accessing the Scan to HDD file

4 Select [Save] to back up (download) the image file in the PC.

% The backed up (downloaded) file is not deleted from the machine.

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2.16 TCP/IP Setting Function

When access to the machine by the Administrator of the machine through the Administrator Settings is authenticated, the machine enables setting of the IP Address and registration of the DNS Server.

2.16.1 Setting the IP Address

0 For the procedure to call the Administrator Settings on the display, see page 2-2. 0 Do not leave the machine with the setting screen of Administrator Settings left shown on the display. If

it is absolutely necessary to leave the machine, be sure first to log off from the Administrator Settings.

1 Call the Administrator Settings on the display from the control panel.

2 Touch [Network Settings].

3 Touch [TCP/IP Setting].

4 Touch [IPv4 Settings].

5 Touch [IP Address].

6 Touch the [Value] field, and set the IP Address.

7 Touch [OK].

8 Set subnet mask and default gateway.

9 Touch [OK] and touch [Close].

0 For the procedure to access the Administrator Mode, see page 2-2. 0 Do not leave the machine with the Administrator Mode setting screen left shown on the display. If it is

absolutely necessary to leave the machine, be sure first to log off from the Administrator Mode.

1 Start PageScope Web Connection and access the Administrator Mode.

2 Click the [Network] tab and [IPv4 Settings] from [TCP/IP Settings] menu.

3 Clear the Auto IP check box.

4 Enter the IP Address in the IP Address box.

% If Auto IP is selected from the IP Address Setting Method in step 3, select the means with which to

acquire the IP Address automatically, including DHCP, BootP, ARP/PING, and Auto IP setting, and click the check box.

5 Set subnet mask and default gateway.

6 Click [Apply].

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2.16 TCP/IP Setting Function

2.16.2 Registering the DNS Server

0 For the procedure to access the Administrator Mode, see page 2-2. 0 Do not leave the machine with the Administrator Mode setting screen left shown on the display. If it is

absolutely necessary to leave the machine, be sure first to log off from the Administrator Mode.

1 Start PageScope Web Connection and access the Administrator Mode.

2 Click the [Network] tab and [DNS Settings] from [TCP/IP Settings] menu.

3 Enter the address in the DNS Server box.

4 Make the necessary settings.

5 Click [Apply].

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2.17 E-Mail Setting Function

When access to the machine by the Administrator of the machine through the Administrator Settings is authenticated, the machine enables setting of the SMTP Server (E-Mail Server).

Setting the SMTP Server (E-Mail Server)

0 For the procedure to call the Network Settings screen on the display, see steps 1 through 2 of

page 2-53.

0 Do not leave the machine with the setting screen of Administrator Settings left shown on the display. If

it is absolutely necessary to leave the machine, be sure first to log off from the Administrator Settings.

1 Call the Network Settings screen on the display from the control panel.

2 Touch [E-mail Settings].

3 Touch [E-Mail TX (SMTP)].

4 Touch [Enable] and touch [OK].

5 Touch [Close].

0 For the procedure to access the Administrator Mode, see page 2-2. 0 Do not leave the machine with the Administrator Mode setting screen left shown on the display. If it is

absolutely necessary to leave the machine, be sure first to log off from the Administrator Mode.

1 Start PageScope Web Connection and access the Administrator Mode.

2 Click the [Network] tab and [E-mail TX (SMTP)] from [E-mail Settings] menu.

3 Make the necessary settings.

4 Click [Apply].

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User Operations

3.1 User Authentication Function

3 User Operations

3.1 User Authentication Function

When [Device] or [External Server] (Active Directory) is set for Authentication Method of the Administrator Settings, the User Authentication function implements authentication of the user of this machine before he or she actually uses it through the User Password that meets the Password Rules. During the authentication procedure, the User Password entered for the authentication purpose appears as "*" or "-" on the display. A failure in authentication as a result of the entry of a wrong password is counted as unauthorized access.

The entry of a wrong password is counted as unauthorized access, even if it is not likely that the assets to be protected will be affected during user authentication operations via application software. For detailed operating procedures, see the corresponding user’s guide.

NOTICE

When [The job log has reached the maximum allowed. Contact the System Administrator.] is displayed on the control panel, contact the administrator immediately.

Before operating the machine, the user him/herself should change the User Password from that registered by the Administrator of the machine. For details of changing the User Password, see page 3-10. For more details of User Name and User Password, ask the Administrator of the machine.

If the User Password is changed by the Administrator of the machine during operation of this machine, the user him/herself should immediately change the User Password.

Make absolutely sure that your User Password is not known by any other users.

Performing user authentication

0 Do not leave the machine while you are in the user operation mode. If it is absolutely necessary to leave

the machine, be sure first to log off from the user operation mode.

0 If any User Name not registered with this machine is authenticated through User Authentication when

[External Server] (Active Directory) is set for Authentication Method, the User Name is automatically registered with this machine.

1 Touch the [User Name] field.

% For details of how to access the ID & Print file, see page 3-8.

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3.1 User Authentication Function

2 Enter the User Name from the keyboard.

% Touch [C] to clear all characters. % Touch [ ] to delete the last character entered. % Touch [Shift] to show the upper case/symbol screen. % Touch [Cancel] to go back to the previous screen.

3 Touch [OK].

4 Touch the [Password] field.

5 Enter the User Password from the keyboard.

% Touch [C] to clear all characters. % Touch [ ] to delete the last character entered. % Touch [Shift] to show the upper case/symbol screen. % Touch [Cancel] to go back to the previous screen.

6 Touch [OK].

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3.1 User Authentication Function

7 Touch [Login].

% If an ID & Print file has been saved, select [ID & Print/MFP Access] or [Access Basic Screen] and

then touch [Login].

[ID & Print/MFP Access] When ID & Print files are registered, only the ID & Print files of a cor-

responding user are printed and the user operation mode screen is not called to the screen. When ID & Print files are not registered, the ordinary login procedure is applicable.

[Access Basic Screen] Only the ordinary login procedure is applicable and no ID & Print files

% If a wrong User Name is entered, a message that tells that the authentication has failed appears.

Enter the correct User Name.

% If a wrong User Password is entered, a message that tells that the authentication has failed appears.

Enter the correct User Password.

% A failure in authentication as a result of the entry of a wrong password is counted as unauthorized

% If there are two or more ID & Print files involved, all of them will be printed. To select and print only

a desired file, select [Access Basic Screen], select the desired file from [ID & Print], and have it printed. For the detailed procedure to access the ID & Print files, see page 3-8.

are printed.

8 Touch [Access] to log off.

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3.1 User Authentication Function

0 Do not leave the machine while you are in the user operation mode. If it is absolutely necessary to leave

the machine, be sure first to log off from the user operation mode.

0 If any User Name not registered with this machine is authenticated through User Authentication when

[External Server] (Active Directory) is set for Authentication Method, the User Name is automatically registered with this machine.

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 Click the Registered User radio button and enter the User Name and User Password.

5 Click [Log in].

% If a wrong User Password is entered, a message that tells that the authentication has failed appears.

Enter the correct User Password.

% A failure in authentication as a result of the entry of a wrong password is counted as unauthorized

6 Click [Log out] to log off from the user operation mode.

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3.2 ID & Print Function

For all users who have been authenticated through User Authentication, the machine enables all users who have been authenticated through user authentication to register and access ID & Print files.

After authentication by a user from the control panel is successful with the ID & Print function set in the machine by the Administrator of the machine, the user can automatically print his or her print data saved in the HDD of the machine. Because printing occurs after user authentication is performed via the control panel of this machine, it is suitable for printing highly confidential documents.

NOTICE

The ID & Print file is automatically deleted after 24 hours.

Reference

- If the Administrator of the machine sets the ID & Print function, a file is saved as an ID & Print file even if [Print] is selected on the printer driver side.

- If the Administrator of the machine sets the ID & Print function, a direct print file from PageScope Web Connection is also saved as an ID & Print file.

3.2.1 Registering ID & Print files

1 Click [Properties] in the Print dialog box to show the Printing Preference window.

2 Click the [Basic] tab.

3 Select [ID & Print] in [Job Retention].

% When the Enhanced security mode is turned on, jobs are deleted when either of [Store Job], [Print

and Hold], [Secured Job], or [Proof then Print] in [Job Retention] is selected.

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3.2 ID & Print Function

4 Click [Authentication/Account Track].

5 Enter the user name and password and then click [OK].

% A failure in authentication as a result of the entry of a wrong password is counted as unauthorized

6 Print the document.

% If the user password does not correspond to the user name entered, the ID & Print file is discarded

without being registered.

% If an attempt is made to print a file by specifying a user name that contains ["] (a double quotation

mark), the ID & Print files are removed without being registered on the machine.

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3.2 ID & Print Function

3.2.2 Accessing the ID & Print file

0 For the logon procedure, see page 3-2. 0 Do not leave the machine while you are in the user operation mode. If it is absolutely necessary to leave

the machine, be sure first to log off from the user operation mode.

1 Log on to the user operation mode through User Authentication from the control panel.

2 Touch [Document Print/Delete].

3 Touch [ID & Print].

4 Touch [Login User].

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3.2 ID & Print Function

5 Select the desired ID & Print file and touch [Print].

% The ID & Print file is automatically deleted as soon as the printing is normally terminated. % When deleting the ID & Print file, select the desired file and touch [Delete].

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3.3 Change Password Function

When [Device] is set for Authentication Method of User Authentication, the machine permits each of all users who have been authenticated through User Authentication to change his or her User Password.

The User Password entered is displayed as "-."

Performing Change Password

0 For the logon procedure, see page 3-2. 0 Do not leave the machine while you are in the user operation mode. If it is absolutely necessary to leave

the machine, be sure first to log off from the user operation mode.

0 Change the user password at regular intervals. 0 Make absolutely sure that nobody but you may know your user password. 0 Do not set any number that can easily be guessed from birthday, employee identification number, and

the like for the user password.

1 Log on to the user operation mode through User Authentication from the PageScope Web Connection.

2 Click the [System] tab and [Authentication].

3 Enter the currently registered User Password and a new User Password. Then, to make sure that you

have entered the correct new password, enter the new User Password once again.

4 Click [Apply].

% If a wrong User Password is entered in the "Current Password" box, a message that tells that the

User Password does not match appears. Enter the correct User Password.

% If the entered User Password in the "New Password" box does not meet the requirements of the

Password Rules, a message that tells that the entered User Password cannot be used appears. Enter the correct User Password. For details of the Password Rules, see page 1-10.

% If the entered User Password in the "New Password" box and "Retype New Password" box does

not match, a message that tells that the User Password does not match appears. Enter the correct User Password.

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3.4 Scan to HDD Function

For all users who have been authenticated through User Authentication, the machine enables the operation of Scan to HDD function. It also enables operations for acquiring and printing image files stored in the HDD.

Scan to HDD stores the image file scanned by the machine in the HDD together with user information. The image file can be stored as "Public" or "Personal". The stored image file can be accessed from the control panel or PC through authentication of the user name and password.

Encryption communication using the SSL/TLS protocol is performed when the image file is downloaded from the machine to the PC, so that the data is protected.

3.4.1 Registering image files

0 For the logon procedure, see page 3-2. 0 Do not leave the machine while you are in the user operation mode. If it is absolutely necessary to leave

the machine, be sure first to log off from the user operation mode.

1 Log on to the user operation mode through User Authentication from the control panel.

2 Touch [Scan to Folder].

3 Touch [Direct Input] tab and touch [HDD].

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3.4 Scan to HDD Function

4 Select the destination to which the file is to be saved and touch [OK] or [Start].

% If [Public] is selected, image files are saved to the public folder that any authenticated user can view

and edit, so be sure to select [Personal].

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3.4 Scan to HDD Function

3.4.2 Accessing the image file

0 For the logon procedure, see page 3-2. 0 Do not leave the machine while you are in the user operation mode. If it is absolutely necessary to leave

the machine, be sure first to log off from the user operation mode.

1 Log on to the user operation mode through User Authentication from the control panel.

2 Touch [Document Print/Delete].

3 Touch [Scanned Documents].

4 A list of documents saved will appear.

% To delete image file, select the specific document and press [Delete].

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3.4 Scan to HDD Function

0 For the logon procedure, see page 3-2. 0 Do not leave the machine while you are in the user operation mode. If it is absolutely necessary to leave

the machine, be sure first to log off from the user operation mode.

1 Log on to the user operation mode through User Authentication from the PageScope Web Connection.

2 Click the [Storage] tab and click [View] of the User Name by which the desired file is stored.

3 Click [Copy] of the desired file.

% If [Delete] is selected, a confirmation message appears. Click [OK] to delete the specified file.

4 Select [Open] or [Save] to execute the desired function.

% The downloaded file is not deleted from the machine.

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3.5 S/MIME transmission function

The machine permits all users authenticated through user authentication to perform S/MIME transmission.

S/MIME is one of the E-mail encryption schemes. Using S/MIME encrypts an E-mail sent from this machine, preventing a interception by third parties during transmission. Adding a digital signature to an E-mail provides assurance regarding the authenticity of the sender, and certifies that no data has been falsified.

Sending E-mail by S/MIME

0 Do not leave the machine while you are in the user operation mode. If it is absolutely necessary to leave

the machine, be sure first to log off from the user operation mode.

1 Log on to the user operation mode through User Authentication from the control panel.

2 Load the original.

3 Touch [Scan to E-mail].

4 Touch [Application].

5 Select [E-Mail Encryption], and set [ON].

To add a digital signature, set [Digital Signature] to [ON].

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3.5 S/MIME transmission function

% To select [E-Mail Encryption], the administrator of the machine must make the S/MIME settings in

advance.

% If [E-Mail Encryption] is selected after the destination has been set, the set destination is canceled,

making it necessary to set the destination once again.

6 Touch [Close].

7 Select the destination and press the [Start] key.

% To select the destination, the administrator of the machine must register the certificate with the des-

tination in advance.

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3.6 Memory RX Function

The machine enables the operation of the Memory RX function only for the user who has been authenticated by user authentication and authorized to use the fax function. [Fax] is not displayed for a user who has not been authenticated.

Memory RX is a function that saves a received fax in memory of this machine without printing it. Because the received faxes are forcibly stored in memory of this machine, this will prevent important faxes from being stolen or lost and therefore enhance security.

3.6.1 Accessing the Memory RX file

0 For the logon procedure, see page 3-2. 0 Do not leave the machine while you are in the user operation mode. If it is absolutely necessary to leave

the machine, be sure first to log off from the user operation mode.

1 Log on to the user operation mode through User Authentication from the control panel.

2 Touch [Fax].

% You can also access [Fax] from [Document Print/Delete] - [Memory RX].

3 Touch [Others] - [Memory RX].

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3.6 Memory RX Function

4 Enter the Password that is set in the Memory RX, and touch [OK].

5 Select the file to be printed and click [Print].

% The file is automatically deleted as soon as the printing is normally terminated. % To delete image file, select the specific document and press [Delete].

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3.6 Memory RX Function

0 For the logon procedure, see page 3-2. 0 Do not leave the machine while you are in the user operation mode. If it is absolutely necessary to leave

the machine, be sure first to log off from the user operation mode.

1 Log on to the user operation mode through User Authentication from the PageScope Web Connection.

2 Click the [Storage] tab.

3 Click [PC-Fax] from the menu.

4 Enter the Password that is set in the Memory RX, and click [OK].

5 Click [Copy] of the desired file.

% Select [Print] to print the selected file. The file is automatically deleted as soon as the printing is nor-

mally terminated.

% When [Print] is selected, be sure to quickly remove the printed paper. Leaving the printed paper un-

attended can allow an unknown person to take away the printed paper.

% If [Delete] is selected, a confirmation message appears. Click [OK] to delete the specified file.

6 Select [Open] or [Save] to execute the desired function.

% The downloaded file is not deleted from the machine.

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Application Software

4.1 PageScope Data Administrator

4 Application Software

4.1 PageScope Data Administrator

PageScope Data Administrator is an application for management purpose that allows the authentication and destination functions of the machine to be edited or registered from a PC connected over the network.

It allows the authentication and destination list to be downloaded in your PC, the data in the list to be edited on the PC, and then the data to be written in the machine.

A destination list of file formats including XML, CSV, TAB, LDIF, and Lotus Notes Structured Text can be downloaded.

NOTICE

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

If the Administrator Password is forgotten, it must be set again by the Service Engineer. Contact your Service Representative.

To perform Registration of Device, first register the machine before disabling the SNMP settings during the setup procedure of the machine.

Precautions during backup or restore

This machine allows authentication information, address list, and other types of data to be backed up (exported) in your PC or restored (imported) in the machine using the PageScope Data Administrator. Use the following precautions when backing up or restoring data.

- When backing up or restoring data using the PageScope Data Administrator with the Enhanced Security mode turned ON, do not restore data that is backed up when the Enhanced Security mode is turned OFF.

- Edit backup data only with the PageScope Data Administrator.

4.1.1 Accessing from PageScope Data Administrator

0 Do not leave the site while you are gaining access to the machine through PageScope Data Adminis-

trator. If it is absolutely necessary to leave the site, be sure first to log off from the PageScope Data Administrator.

1 Start the PageScope Data Administrator.

2 Select this machine from Device List and click [Authentication Settings/Address Settings].

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4.1 PageScope Data Administrator

3 Check the settings on the Import device information screen and click [Import].

4 Type the Administrator Password registered in the machine and click [OK].

% If the "Save" check box has been selected, the Administrator Password entered is stored in the PC

being used. If you do not want the Administrator Password stored, clear the "Save" check box.

% If a wrong Administrator Password is entered, a message appears that tells that there is a mismatch

in the passwords. Enter the correct Administrator Password.

% If the "Save" check box is selected, enter the Administrator Password once again to make sure that

the Administrator Password has been entered correctly.

% If a wrong Administrator Password is entered for confirmation, a message appears that tells that

there is a mismatch in the Administrator Password. Enter the correct Administrator Password.

% A failure in authentication as a result of the entry of a wrong password is counted as unauthorized

5 Check the data displayed on the SSL certificate check screen and click [Yes].

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4.1 PageScope Data Administrator

4.1.2 Setting the user authentication method

0 For the procedure to access the machine, see steps 1 through 5 of page 4-2. 0 Do not leave the site while you are gaining access to the machine through PageScope Data Adminis-

trator. If it is absolutely necessary to leave the site, be sure first to log off from the PageScope Data Administrator.

1 Access the machine through [Authentication Settings/Address Settings] mode of PageScope Data Ad-

ministrator.

2 Click [Authentication settings].

3 Click [User authentication].

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4.1 PageScope Data Administrator

4 From the pull-down menu of User authentication, select the user authentication method.

% To change the user authentication method from "Device authentication" to "Network server authen-

tication," it is necessary first to register the domain name of Active Directory on the machine side.

% If "Network server authentication" is selected, "Active Directory" must invariably be selected.

5 Click [Export to the device].

% If there is a job being executed or a reserved job (timer TX, fax redial waiting, etc.) in the machine,

the machine displays a message that tells that the write operation has not been successful because of a device lock error. Click [OK] and wait for some while before attempting to execute [Export to the device] again.

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4.1 PageScope Data Administrator

4.1.3 Changing the authentication mode

0 For the procedure to access the machine, see steps 1 through 5 of page 4-2. 0 Do not leave the site while you are gaining access to the machine through PageScope Data Adminis-

trator. If it is absolutely necessary to leave the site, be sure first to log off from the PageScope Data Administrator.

0 On this machine, the authentication mode can't be changed while the Enhanced Security Mode is set

to [ON]. Do not change the authentication mode while the Enhanced Security Mode is set to [ON].

1 Access the machine through [Authentication Settings/Address Settings] mode of PageScope Data Ad-

ministrator.

2 Click [Authentication settings].

3 From [Edit] on the tool bar, select [Authentication] and click [Change authentication mode].

4 Click [Next].

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4.1 PageScope Data Administrator

5 Select the specific [Authentication mode] to be changed and click [Next].

6 Verify the new authentication mode and click [Write].

% If there is a job being executed or a reserved job (timer TX, fax redial waiting, etc.) in the machine,

7 Click [Finished].

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4.1 PageScope Data Administrator

4.1.4 Making the user settings

0 For the procedure to access the machine, see steps 1 through 5 of page 4-2. 0 Do not leave the site while you are gaining access to the machine through PageScope Data Adminis-

trator. If it is absolutely necessary to leave the site, be sure first to log off from the PageScope Data Administrator.

1 Access the machine through [Authentication Settings/Address Settings] mode of PageScope Data Ad-

ministrator.

2 Click the Authentication settings expand button.

3 Click [User authentication settings].

4 Select the desired function.

% To register the user, click [Add]. % To change data registered for the user, click [Edit]. % To delete the user, click [Delete] and a screen appears that prompts you to confirm the execution

of deletion. Click [Yes] to delete the user.

% If the User Password does not meet the requirements of the Password Rules, a message appears

that tells that this particular User Password cannot be used. Click [OK] and enter the correct User Password. For details of the Password Rules, see page 1-10.

% If the User Name has not been entered, a message appears that tells that the User Name is yet to

be entered. Click [OK] and enter the User Name.

% A User Name that already exists cannot be redundantly registered.

5 Click [OK].

6 Click [Export to the device].

% If there is a job being executed or a reserved job (timer TX, fax redial waiting, etc.) in the machine,

% If a previously registered user is deleted in step 4, the image files owned by that specific user are

deleted.

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Konica Minolta C3850 User Guide

Specifications and Main Features

Frequently Asked Questions

User Manual

Contents

1.1 Introduction

1 Security

Compliance with the ISO15408 Standard

Operating Precautions

INSTALLATION CHECKLIST

1.2 Security Functions

Check Count Clear Conditions

1.3 Precautions for Operation Control

Roles of the Owner of the Machine

Roles and Requirements of the Administrator of the machine

Password Usage Requirements

External authentication server control requirements

Security function operation setting operating requirements

Operation and control of the machine

Machine Maintenance Control

1.4 Miscellaneous

Password Rules

Precautions for Use of Various Types of Applications

Encrypting communications

Print functions

IPP printing

Items of Data Cleared by Data Erase Function

HDD Format

Upgrading of the firmware

Software and hardware used in the machine

Self-test function (encryption key and firmware verification)

IPsec setting

CS Remote Care function

Terminating a Session and Logging out

Authentication error during external server authentication

2.1 Accessing the Administrator Settings

2 Administrator Operations

Accessing the Administrator Settings

2.2 Enhancing the Security Function

2.2.1 Setting the Password Rules

2.2.2 Setting the Enhanced Security Mode

2.3 Canceling the Operation Prohibited State

Performing Release Setting

2.4 Setting the Authentication Method

Setting the Authentication Method

2.5 ID & Print Setting Function

Setting the ID & Print

2.6 System Auto Reset Function

Setting the System Auto Reset function

2.7 User Setting Function

Making user setting

2.8 Memory RX Function

2.8.1 Setting Memory RX

2.8.2 Accessing the Memory RX file

2.9 Changing the Administrator Password

Changing the Administrator Password

2.10 Protecting Data in the HDD

2.10.1 Setting the Encryption Key

2.10.2 Deleting the encryption key

2.10.3 Setting the Overwrite HDD Data

2.11 Erasing data when the machine is to be discarded or use of a leased machine is terminated

2.11.1 Setting the Overwrite All Data

2.11.2 Setting the Restore All

2.12 Obtaining Job Log

2.12.1 Obtaining and deleting a Job Log

2.12.2 Downloading the Job Log data

Job Log data

2.13 Setting time/date in machine

2.13.1 Setting time/date

2.13.2 Setting daylight saving time

2.14 SSL Setting Function

2.14.1 Device Certificate Setting

2.14.2 SSL Setting

2.14.3 Removing a Certificate

2.15 Accessing the Scan to HDD file

Accessing the image file

2.16 TCP/IP Setting Function

2.16.1 Setting the IP Address

2.16.2 Registering the DNS Server

2.17 E-Mail Setting Function