Oce im4511, im3511, ZB3500650 Operating Manual

For Océ and Imagistics Models

Océ Data Security Kit Operations Manual

[ZB

35

00650]

im4511 / im3511

APPLICATION
NUMBER

MACHINE SERIAL
NUMBER

PRODUCT KEY

This Class B digital apparatus complies with
Canadian ICES-003.
Get

appareil numérique de la classe B est

con

forme à la norme NMB-003 du Canada.

Contents

Introduction ...........................................................................................................................1

When the data security kit is installed ...................................................................................3

●

About confidential folders and confidential files of the document filing function..............3

●

Restrictions on tandem copying and tandem printing......................................................3

●

Security settings in the Web page...................................................................................4

●

About transfer of copied data to the machine..................................................................4

KEY OPERATOR PROGRAMS............................................................................................5

●

KEY OPERATOR PROGRAM LIST................................................................................5

●

Using the key operator programs ....................................................................................5

●

SECURITY SETTINGS ...................................................................................................5

●

PRODUCT KEY............................................................................................................. 11

Introduction

The ZB3500650 adds a security function to the Imagistics Laser Printer. When the copy
function, printer function, network scanner function, or fax function of a Imagistics Laser
Printer with the security function is used, the image data that is generated for the job is
encrypted, and when the job is finished, the encrypted data is immediately erased from
memory and the hard disk.

Note:

To ensure that the data security function of the data security kit provides maximum security,
please observe the following:

●

The key operator plays an important role in maintaining security. Exercise appropriate care in
selecting the person that will assume the job of key operator for the data security kit.

●

Be sure to change the key operator code immediately each time a new person takes over
as key operator.

●

Change the key operator code on a regular basis (at least once every 60 days).

●

During the procedure for changing the key operator code, the current key operator code
and new key operator code appear in the display. Be sure to complete the procedure
promptly.

●

Do not select a number for the key operator code that can be easily guessed.

●

The key operator programs are very important for security management. If it becomes
necessary to leave the machine during use of the key operator programs, be sure to
press the [CA] key to exit the key operator programs. The administrator of the machine
should inform users that they are not to access the key operator programs without
permission.

●

If the administrator and users of the machine are to be out of the office, security measures
such as locking the machine should be taken to prevent unauthorized access.

●

The customer bears responsibility for control of documents copied and faxes received
using the data security kit.

●

Even when the data security kit is installed, note that fax data in the public memory box
used by the facsimile expansion kit can be read.

1

■■■■ Backing up and clearing data stored with the document filing

function

When the data security kit is installed, data previously stored in the machine with the
document filing function is cleared. Any data that you need to keep is copied to a
computer before the data security kit is installed, and then returned to the machine after
data is cleared from the data security kit following installation. (This work is normally
performed by a service technician at the time of installation.)
Only confidential folders can be used to return data from a computer to the machine
after installation of the data security kit. Before returning data to the machine, create a
confidential folder or folders as needed. For the procedures for storing data on a
computer and returning data from a computer to the machine, see document filing help
in the Web page of the machine.

■■■■ About passwords for the Web page

If incorrect "user" and/or "admin" passwords are entered a total of three times in a row
when attempting to access the Web pages of a machine that has the data security kit
installed, access to pages that require entry of the "user" or "admin" password will be
prohibited for 5 minutes.

NOTE

Some of the procedures for operating the machine change when the data security kit is
installed. The Copying Operation Manual explains the procedures for operating the
machine when the data security kit is not installed. This manual explains the changes to
those procedures when the data security kit is installed.

2

When the data security kit is installed

When the data security kit is installed, the following icon
appears on the touch panel. Touch the icon ( ) to view
information on the data security kit version.

When the data security kit is installed, data remaining in the machine is automatically
erased after each copy and fax job.
When data clearing begins, the following message appears for 6 seconds*.

DATA IS BEING CLEARED.

NOTE

If the machine power is turned off while image data is being cleared from the hard disk
drive or before jobs are finished, the data may not be completely erased. If you do not
wish to leave partially cleared data when the power is turned off, it is recommended that
you use the key operator program, "CLEAR ALL MEMORY" (page 6 of this manual), to
complete data clearing before turning off the power.

* The duration of the message display can

be changed with the key operator
program, "MESSAGE TIME SETTING".
(See page 10 of the key operator's guide.)

About confidential folders and confidential files of
the document filing function

If an incorrect password is entered three times in a row for a specific confidential folder or
file on a machine that has the data security kit installed, the folder or file will be locked (no
operation will be permitted using that folder or file). To unlock the folder or file, "RELEASE
THE LOCK ON DOCUMENT FILING OUTPUT OPERATION" (page 11 of this manual) in
the key operator programs must be used.

Restrictions on tandem copying and tandem printing

Tandem copying and tandem printing operate as shown below based on the configuration
of the server machine and client machine (whether or not the data security kit is installed).

Data security kit:
Yes

Server
machine

Data security kit:NoThe tandem function can

Client machine

Data security kit: Yes Data security kit: No

The tandem function can
be used. Data is cleared
from both the server and
client machines.

be used. Data is cleared
from the client machine.

The tandem function
cannot be used.

The regular tandem
function can be used.

3

Security settings in the Web page

USER NAME

PASSWORD

OKCANCEL

ENTER THE USER NAME AND PASSWORD FOR FTP SERVER.

When the machine is used as a network printer and the Pull Print function is used, the data
security kit enables authentication of the user by means of a "USER NAME" and
"PASSWORD". (The Pull Print function allows a file on a previously stored FTP server to be
printed directly from the operation panel of the machine without using the printer driver; see
"Directly printing a file on an FTP server" on page 3-7 of the Printing Operation Manual.)

User authentication is enabled by selecting the "Enable User Authentication" checkbox in
the machine's Web page for Pull Print function settings. (This checkbox appears when the
data security kit is installed, and is initially selected (a checkmark appears)).
System requirements and the procedure for accessing the Web page containing this
checkbox are explained in "REMOTE OPERATION VIA A NETWORK" on page 3-2 of the
Printing Operation Manual. The checkbox appears in the screen shown in step 2 of "
Storing an FTP server" on page 3-7 of the Printing Operation Manual.

■■■■ Procedure for directly printing a file on an FTP server when

user authentication is enabled

Your user name and password must be entered following selection of the FTP server
that contains the file to be printed from the touch panel of the machine.
When the FTP server is selected in step 3 of "■ Printing a file on an FTP server from the
operation panel of the machine" on page 3-7 of the Printing Operation Manual, a screen
will appear prompting you to enter your user name and password for the FTP server.

■

Press the [USER NAME] key to enter your user name and the [PASSWORD] key to
enter your password. A letter entry screen will appear in each case. When you have
finished entering your user name/password, touch the [OK] key.
After entering your user name and password, continue from step 4 on page 3-8 of the
Printing Operation Manual.

About transfer of copied data to the machine

When the data security kit is installed and the Web page is used to copy data stored with
the document filing function to a computer, the copied data can only be transferred back to
the original machine from which it was copied; the data cannot be transferred to another
machine even if the machine conditions are the same.
The [Restore from PC] key will only appear in the Web page and transfer of data back to the
machine will only be possible when a confidential folder is selected.

4

KEY OPERATOR PROGRAMS

Among the key operator programs used by the key operator for the data security kit, this
section explains the programs that are related to the security function.
The following explanations assume that the machine has the printer, fax, and network
scanner functions.

KEY OPERATOR PROGRAM LIST

Program name

SECURITY SETTINGS

CLEAR ALL MEMORY 6

CLEAR DOCUMENT FILING DATA
CLEAR ALL DATA IN JOB STATUS
JOBS COMPLETED LIST
CLEAR ADDRESS BOOK DATA/
IMAGE SEND REGISTERED DATA
NUMBER OF TIMES DATA
CLEAR IS REPEATED

POWER UP AUTO CLEAR 8

NUMBER OF TIMES POWER UP
AUTO CLEAR PROGRAM IS
REPEATED
NUMBER OF TIMES AUTO
CLEAR AT JOB END PROGRAM
IS REPEATED

Page

7 DISABLING OF LIST PRINT 9

7

7

8 DISABLING RESEND KEY 11

8

9 DATA SECURITY KIT 11

Program name

DISABLING OF DOCUMENT
FILING

DISABLING OF PRINT JOBS
OTHER THAN PRINT HOLD JOB
JOB STATUS JOBS COMPLETED
LIST DISPLAY SETTINGS

RELEASE THE LOCK ON
DOCUMENT FILING OUTPUT
OPERATION

PRODUCT KEY

Using the key operator programs

Page

9

10

10

11

Follow the procedure on pages 4 and 5 of the key operator's guide to configure the settings
in the key operator programs.
When the data security kit is installed, entry of the key operator code will be prohibited for 5
minutes if an incorrect key operator code is entered 3 times in a row.
For explanations of each of the settings, see the following pages.

SECURITY SETTINGS

When the data security kit is installed, the [SECURITY SETTINGS] key is added to the key
operator program menu screen. Touch this key to display the security settings menu.

KEY OPERATOR PROGRAMS
SECURITY SETTINGS

CLEAR ALL MEMORY

CLEAR DOCUMENT FILING DATA

CLEAR ALL DATA IN JOB STATUS

JOBS COMPLETED LIST

The security settings menu consists of several screens.
Touch the key in the lower right corner of the screen to move to the next screen.

OK

5

CLEAR ALL MEMORY

This program is used to manually clear all data from the memory and hard disk of the
machine.
Note, however, that the following types of data are not cleared with this program. Use the
"CLEAR ADDRESS BOOK DATA/IMAGE SEND REGISTERED DATA" program on page 7
to clear the following types of data

●

INDIVIDUAL/GROUP/PROGRAM/RELAY BROADCAST MEMORY BOX*

●

SENDER CONTROL LIST

●

POLLING MEMORY/CONFIDENTIAL MEMORY BOX*

●

SENDER DATA

●

ALLOW/REJECT RECEPTION SETTING DATA (INCLUDING POLLING PASSCODE
NUMBER)

* The image data stored in the MEMORY BOX is cleared to execute this program (CLEAR

ALL MEMORY).

NOTE

In the event that the data security kit or the machine with the data security kit installed
will be disposed of or ownership will change, the key operator should be sure to run this
program. When running the program, the key operator should not leave the machine
until it has been verified that data clearing has been completed.

Touch the [CLEAR ALL MEMORY] key. The following screen appears asking you to confirm
your selection ("YES" or "NO").

[Clear screen 1]

●

To return to the "SECURITY SETTINGS"

CLEAR ALL MEMORY.
(EXCLUSIVE OF ADDRESS BOOK/
SENDER LIST DATA.)

NO YES

menu screen, touch the [NO] key.

●

To clear all memory, press the [YES] key.
"PLEASE WAIT." appears, and then the
following screen is displayed.

[Clear screen 2]

●

While data clearing takes place, the

CLEARING ALL MEMORY. AUTO REBOOT IS
IMPLEMENTED AFTER CLEARING.

(50.0%) (1/1 time)

CANCEL

100%50%0%

percentage of data cleared and the number of
repetitions is displayed.

●

When the data has been cleared, the power
briefly turns off and then automatically turns
on again.

If you wish to cancel after data clearing has begun

Touch the [CANCEL] key. The key operator code entry screen will appear. Enter the key
operator code with the numeric keys. As soon as the correct key operator code is
entered, data clearing will stop and the power will turn off briefly and then turn back on
automatically. Note that any data cleared prior to entry of the key operator code will not
be restored (this data is lost).

6

CLEAR DOCUMENT FILING DATA

This program is used to clear data stored using the document filing function. Data set as
"PROTECT" or "CONFIDENTIAL" is also cleared. To clear data stored in the main folder
and custom folder with the "FILE" function, select the "FILE DATA (INCLUDING
PROTECTED/CONFIDENTIAL FILES)" checkbox. To clear data saved using "QUICK
FILE", select the "QUICK FILE DATA (INCLUDING PROTECTED FILES)" checkbox. After
selecting the data to be cleared, touch the [CLEAR] key. A message asking you to confirm
the clear ("YES" or "NO") will appear. Touch the [YES] key to begin clearing the selected
data. During clearing, progress will be shown as a percentage together with the number of
repetitions. When data clearing is finished, the power of the machine will turn off temporarily
and then turn on again automatically.

CLEAR ALL DATA IN JOB STATUS JOBS COMPLETED LIST

This program is used to clear all data (printer user names, fax/image send destinations,
received fax sender information) that appears in the JOBS COMPLETED list in the job
status screen (page 1-15 of the Copying Operation Manual). To clear the data, touch the
[CLEAR ALL DATA IN JOB STATUS JOBS COMPLETED LIST] key. A message asking
you to confirm the clear ("YES" or "NO") will appear. Touch the [YES] key to begin clearing
the selected data. During clearing, progress will be shown as a percentage together with
the number of repetitions. When data clearing is finished, the power of the machine will turn
off temporarily and then turn on again automatically.

CLEAR ADDRESS BOOK DATA/IMAGE SEND REGISTERED DATA

This program is used to clear the items indicated below, which cannot be cleared or
initialized using the "CLEAR ALL MEMORY" program (page 6) or "RESTORE FACTORY
DEFAULTS" (page 13 of the key operator's guide) program.

●

INDIVIDUAL/GROUP/PROGRAM/RELAY BROADCAST MEMORY BOX*

●

SENDER CONTROL LIST*

●

POLLING MEMORY/CONFIDENTIAL MEMORY BOX*

●

SENDER DATA*

●

ALLOW/REJECT RECEPTION SETTING DATA (INCLUDING POLLING PASSCODE
NUMBER)*

1

1

2

3

*1. Can only be selected when the fax or network scanner function is enabled.
*2. Can only be selected when the network scanner function is enabled.

*3. Can only be selected when the fax function is enabled.
Select the checkboxes of the items that you wish to clear. (There are two screens. Touch
the or key to move between the screens.) To clear the data, touch the [CLEAR] key.
A message asking you to confirm the clear ("YES" or "NO") will appear. Touch the [YES]
key to begin clearing the selected data. During clearing, progress will be shown as a
percentage together with the number of repetitions. When data clearing is finished, the
power of the machine will turn off temporarily and then turn on again automatically.

1

7

NUMBER OF TIMES DATA CLEAR IS REPEATED

This program is used to enhance the security function. The number of times data clearing is
repeated when "CLEAR ALL MEMORY", "CLEAR DOCUMENT FILING DATA", "CLEAR
ALL DATA IN JOB STATUS JOBS COMPLETED LIST", or "CLEAR ADDRESS BOOK
DATA/IMAGE SEND REGISTERED DATA" is executed can be set to any number from 1 to

7. The factory setting is 1.
Touch the [NUMBER OF TIMES DATA CLEAR IS REPEATED] key, and set the desired
number of times with the or key.
When finished, touch the [OK] key.
(See "About the repeat setting" on page 9 of this manual.)

POWER UP AUTO CLEAR

This program is used to automatically clear all data in the machine when the power switch is
turned on. The following selections are available for the data to be cleared: "ALL
MEMORY", "FILE DATA (INCLUDING PROTECTED/CONFIDENTIAL FILES)", "QUICK
FILE DATA (INCLUDING PROTECTED FILES)", "JOB STATUS JOBS COMPLETED
LIST". Select the checkboxes of the data that you wish to have automatically cleared when
the power switch is turned on. (There are two screens. Touch the or key to move
between the screens.) After selecting the data to be cleared, touch the [OK] key.
No checkboxes are initially selected.

NOTE

When there is a stored image send job (fax, network scanner, or Internet fax job)*,

automatic clearing will not take place when the power is turned on.

* This includes received faxes and Internet faxes that have not yet been printed;

however, it does not include data in a fax memory box (except confidential memory
box).

If you wish to cancel after data clearing has begun

See the explanations in "Clear screen 2" and "If you wish to cancel after data clearing

has begun" in "CLEAR ALL MEMORY" on page 6 of this manual.

NUMBER OF TIMES POWER UP AUTO CLEAR PROGRAM IS REPEATED

This program is used to enhance the security function. The number of times "POWER UP
AUTO CLEAR" is repeated can be set to any number from 1 to 7. The factory setting is 1.
Touch the [NUMBER OF TIMES POWER UP AUTO CLEAR PROGRAM IS REPEATED]
key, and set the desired number of times with the or key.
When finished, touch the [OK] key.
(See "About the repeat setting" on page 9 of this manual.)

NOTE

This program is only enabled when the "POWER UP AUTO CLEAR" checkbox is

selected.

8

NUMBER OF TIMES AUTO CLEAR AT JOB END PROGRAM IS
REPEATED

This program is used to enhance the security function. The number of times auto clear is
repeated after each job is printed can be set to any number from 1 to 7. The factory setting
is 1.
Touch the [NUMBER OF TIMES AUTO CLEAR AT JOB END PROGRAM IS REPEATED]
key, and set the desired number of times with the or key.
When finished, touch the [OK] key.

About the repeat setting

When the repeat setting (number of repetitions) is increased to enhance the security

function, the time required for data clearing increases. It is recommended that you

select repeat settings for "NUMBER OF TIMES DATA CLEAR IS REPEATED",

"NUMBER OF TIMES POWER UP AUTO CLEAR PROGRAM IS REPEATED", and

"NUMBER OF TIMES AUTO CLEAR AT JOB END PROGRAM IS REPEATED" that are

suitable for your security needs and conditions of use.

DISABLING OF DOCUMENT FILING

This program is used to restrict the filing modes of the document filing function. Document
filing modes (QUICK FILE MODE, SHARING MODE, and CONFIDENTIAL MODE) can be
separately disableed in each mode in which document filing operates (COPY, PRINTER,
SCAN TO HDD, and IMAGE SEND* mode).
*Can only be selected when the fax or network scanner function is enabled.
To disable a filing mode, touch the checkbox of the mode to select it. (There are two
screens. Touch the or key to move between the screens.) After selecting the
desired checkboxes, touch the [OK] key.
When sharing mode or confidential mode is disabled, "Property change" (page 7-18 of the
Copying Operation Manual) is not possible when manipulating a file that was saved with the
document filing function.
When printing with the printer function, filing mode disable settings selected with this
program will not be indicated in the Job Handling screen of the printer driver (page 2-13 of
the Printing Operation Manual). However, if a disabled filing mode is selected when printing
a file, the file will not be saved (only printing will take place).

DISABLING OF LIST PRINT

This program is used to disable printing of any of the following lists that are printed using
"LIST PRINT" in the custom settings (page 2-14 of Copying Operation Manual).
"ALL CUSTOM SETTING LIST", "SENDING ADDRESS LIST"*
LIST"*
*1. Can only be selected when the fax or network scanner function is enabled.
*2. Can only be selected when the network scanner function is enabled.
Select the checkboxes of the lists for which you wish to disable printing and then touch the
[OK] key.

2

, "DOCUMENT FILING USER / FOLDER LIST"

9

1

, "SENDER CONTROL

DISABLING OF PRINT JOBS OTHER THAN PRINT HOLD JOB

If a printed document is left on an output tray after being printed in printer mode, it is
possible that another person might take the document and leak sensitive information. This
program is used to disable all print jobs other than print jobs that require printing to be
initiated from the operation panel of the machine. To enable this program, select the
checkbox. To print a job when this program is enabled, select "Hold Only" in the "Retention"
field of the printer driver and then execute the print command. To begin printing, call up the
file from the operation panel of the machine using the document filing function as explained
in "CALLING UP AND USING A FILE" (page 7-13 of the Copying Operation Manual. If
"Hold After Print" or "Sample Print" is selected before executing the print command, printing
will not take place. However, the job will be held in the machine and can be printed from the
operation panel using "JOB SETTINGS" of the document filing function in the same way as
a "Hold Only" job.

JOB STATUS JOBS COMPLETED LIST DISPLAY SETTINGS

This program is used to select whether or not the JOBS COMPLETED list is displayed in
the job status screen of the touch panel (page 1-15 of the Copying Operation Manual). (The
setting can be selected separately for "PRINT JOB", "E-MAIL/FTP", "FAX JOB", and
"INTERNET-FAX" modes.) The JOBS COMPLETED list stores and displays printer mode
user names, fax/image send destinations, and received fax sender information. If you do
not wish to display this information for security reasons, use this program to disable display
of the list.
To display the JOBS COMPLETED list in a mode, touch the checkbox of the mode so that a
checkmark appears. To disable display of the list, remove the checkmark from the
checkbox so that a checkmark appears and then touch the [OK] key.

10

DISABLING RESEND KEY

When the fax or network scanner function is enabled, this program is used to disable
display of the [RESEND] key, which is used to transmit to the last destination transmitted to.
To disable display of the [RESEND] key, touch the checkbox so that a checkmark appears.
When the [RESEND] key is disabled, it will not appear in the main screens of fax mode and
scanner mode (page 1-4 of the Facsimile Operation Manual and page 9 of the Network
Scanning Operation Manual). (Normally the key appears in these screens.)

RELEASE THE LOCK ON DOCUMENT FILING OUTPUT OPERATION

This program is used when a file or folder has been locked (operation is prohibited) due to
entry of an incorrect password. Touch the [RELEASE] key in the "RELEASE THE LOCK
ON DOCUMENT FILING OUTPUT OPERATION" screen to release all locked files and
folders. When there are no locked files or folders, the "RELEASE THE LOCK ON
DOCUMENT FILING OUTPUT OPERATION" is grayed out in the "SECURITY SETTINGS"
menu screen.

PRODUCT KEY

To initially enable the security function, you must use a key operator program to enter the
product key (password). The name of the key operator program used for this purpose is
"DATA SECURITY KIT". Please ask your dealer for the product key.

Touch the [DATA SECURITY KIT] key, enter the product key with the numeric keys, and
then touch the [ENTER] key.

●●●●

If an incorrect number is entered...

A message will appear instructing you to check the product key number again.

●●●●

If the correct number is entered...

A message will appear instructing you to turn the power off and then on. Touch the [OK]

key when you have finished reading the message. Turn first the power switch and then

the main power switch off. The security function will be enabled when the power is turned

on again.

Once the security function is enabled, the [DATA SECURITY KIT] key will no longer

appear in the product key entry screen.

11