OKI MC860 Security Guide

Security Guide

security

REFACE

Every effort has been made to ensure that the information in this document is complete, accurate, and up-to-date. The manufacturer assumes no responsibility for the results of errors beyond its control. The manufacturer also cannot guarantee that changes in software and equipment made by other manufacturers and referred to in this guide will not affect the applicability of the information in it. Mention of software products manufactured by other companies does not necessarily constitute endorsement by the manufacturer.

While all reasonable efforts have been made to make this document as accurate and helpful as possible, we make no warranty of any kind, expressed or implied, as to the accuracy or completeness of the information contained herein.

Oki is a registered trademark of Oki Electric Industry Company, Ltd.

Oki Printing Solutions is a registered trademark of Oki Data Corporation.

Microsoft, MS-DOS and Windows are registered trademarks of Microsoft Corporation.

Apple, Macintosh, Mac and Mac OS are registered trademarks of Apple Computer.

Other product names and brand names are registered trademarks or trademarks of their proprietors.

Preface > 2

ONTENTS

Preface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2

Contents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3

Notes, cautions and warnings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4

Document security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5

Glossary. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5

Setting the security. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Accessing the web page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Adjusting the security settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Protocol on/off . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Panel lockout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10

IP filtering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11

MAC address filtering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12

SSL/TLS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13

Password configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14

Using the printer security features . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15

Secure printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15

Sending the document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16

Printing the document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17

Deleting a secure print document . . . . . . . . . . . . . . . . . . . . . . . . . . . .18

Store to hard disk . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19

Sending the document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19

Printing the document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19

Deleting a stored document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19

Encrypted secure printing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20

Sending the document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20

Printing the document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21

Contents > 3

OTES, CAUTIONS AND WARNINGS

NOTE A note provides additional information to supplement the main text.

CAUTION!

A caution provides additional information which, if ignored, may result in equipment malfunction or damage.

WARNING!

A warning provides additional information which, if ignored, may result in a risk of personal injury.

Specifications subject to change without notice. All trademarks acknowledged.

Notes, cautions and warnings > 4

OCUMENT SECURITY

Document security can be breached in many ways. Some are obvious and can be remedied quite easily;

> Unattended documents left in a printer’s output tray. Even one connected “one-to-

one” with a computer.

> Worse still, unattended documents left in a networked printer’s output tray, for all to

see!

> Personnel possessing confidential documents off-site.

Other security risks may not be so obvious.

As printers and multi-function products become more sophisticated so must the security measures to ensure your valuable data is kept secure.

If left unprotected, access to records can be achieved via a networked machine. On-board hard disk drives (HDDs) may contain confidential data such as PIN numbers, personnel names and IP addresses as well as raw text.

Your machine has a number of valuable features which, when enabled, reduce the risk of security breaches.

The following chapters guide you through the initial set up and also explain how you use the secure printing features.

LOSSARY

IP Internet Protocol

HDD Hard Disk Drive

MAC Address Media Access Control Address

PIN Personal Identification Number

SSL Secure Sockets Layer

TLS Transport Layer Security

Document security > 5

ETTING THE SECURITY

Although, in most cases, it is possible to program your machine via the operator panel, the most effective way is via the web page.

NOTE Example screenshots are used throughout this manual and as such may not represent the screens displayed for your machine. Some of the features shown on the example screenshots may not be available on your machine.

CCESSING THE WEB PAGE

Type the IP address of the machine in the URL field of your browser and then press Enter. The machine web page appears. For example:

http://10.18.207.15

Setting the security > 6

DJUSTING THE SECURITY SETTINGS

You must log on as the administrator to adjust the security settings.

NOTE The Administrative Settings are blocked by a password. Refer to your user documentation for the factory default settings.

It is recommended that the system administrator creates a new password, refer to “Password configuration” on page 14.

1. Click Administrator Login.

2. Enter the correct user name and password.

3. Click Login.

The initial administration entry screen is displayed.

Setting the security > 7

4. Click Skip to navigate to the main menu page.

5. From the left hand menu select Security.

Refer to the following chapters for instructions on how to set your security preferences.

NOTE High level instructions are given, for more details refer to the information on screen.

Setting the security > 8

ROTOCOL ON/OFF

To set up the security protocol:

1. From the left hand panel select Protocol ON/OFF.

2. From the drop down menus select ENABLE / DISABLE as appropriate.

3. Input the port numbers as appropriate.

4. Click Submit to save the changes or Cancel to exit.

Setting the security > 9

ANEL LOCKOUT

To activate the lockout facility on the printer control panel:

1. From the left hand panel select Panel Lockout.

2. From the drop down menu select LOCK.

3. Click Submit to save the changes or Cancel to exit.

Setting the security > 10

FILTERING

To enable IP filtering:

1. From the left hand panel select IP Filtering.

2. From the drop down menu select ENABLE.

3. Input the range of host IP addresses and set permissions in the main table.

4. Click Submit to save the changes or Cancel to exit.

Setting the security > 11

MAC

ADDRESS FILTERING

To enable MAC address filtering:

1. From the left hand panel select MAC Address Filtering.

2. From the drop down menu select ENABLE.

3. From the second drop down menu select ACCEPT.

4. Input the MAC addresses in the main table.

5. Click Submit to save the changes or Cancel to exit.

Setting the security > 12

SSL/TLS

To enable SSL/TLS encryption:

1. From the left hand panel select SSL/TLS.

2. From the drop down menu select ENABLE.

NOTE Click icon for an explanation of the options available.

3. Click the Cipher Level Setting link.

4. Select the level setting from the drop down menu options:

> Strong

> Standard

> Weak

5. Click OK to confirm.

6. Select the required option from Step 2: Create a Certificate.

NOTE Click icon for an explanation of the options available.

7. Input the required information into the main table.

8. If required, update the following information:

> Key Exchange Method

> Key Size

9. Click OK to save the changes or Cancel to exit.

Setting the security > 13

ASSWORD CONFIGURATION

To change the administrator password:

1. From the left hand panel select Password Configuration.

2. Enter your new password.

3. Enter your new password again to confirm.

NOTE Maximum 15 characters.

4. Click Submit to save the changes or Cancel to exit.

Setting the security > 14

SING THE PRINTER SECURITY FEATURES

ECURE PRINTING

Secure printing allows you to print confidential documents on machines that are shared with other users in a network environment.

The document does not print until a PIN (Personal Identification Number) is entered through the control panel. You must go to the machine and enter the PIN.

This feature requires the hard disk drive option to be fitted to your machine and enabled in the printer driver.

If there is not enough hard disk space for the spooled data, a “Disk Full” message displays, and only one copy prints.

NOTE

1. The secure printing feature may not be available from within some PC applications.

2. The secure printing feature is not supported in the Mac environment.

If your application software has a collate print option, turn it off otherwise secure printing will not work.

There are three parts in secure printing:

> “Sending the document” on page 16

> “Printing the document” on page 17

> “Deleting a secure print document” on page 18

NOTE The menu buttons on your machine’s control panel vary depending on the model.

For illustration purposes we will demonstrate the Printing and Deleting procedures using the +/- and Enter buttons; your machine may have Up/ Down and Return arrow buttons instead however the procedure is identical.

If your machine has a touch screen and numerical keypad buttons, the principle is basically the same; press the Print button to access the print menu options. There are on-screen instructions to guide you through the process.

Using the printer security features > 15

ENDING THE DOCUMENT

1. If using the PCL driver, in the Setup tab choose any saved driver settings you wish

to use.

2. In the driver’s Job Options tab, click Secure Print.

The Job PIN (Personal Identification Number) window opens.

Printing Preferences

3. If the PIN window does not open, click the PIN button.

4. In the Job PIN window, enter a name for this print job.

The name may be up to 16 alpha-numeric characters. If you have more than one print job stored on the machine when you come to print, you will need a distinctive name to distinguish each of your print jobs.

5. If you would like a prompt at the machine for the job name, click the Request… check box below the name entry.

6. Enter a number from 0000 to 9999 in the PIN box.

Your PIN must be unique on this machine. Each user should be allocated a PIN by the system administrator.

7. Click OK to accept your changes.

8. Click OK to close the Printer Properties window.

9. Print your document.

The print job will be sent to the machine, but will not print at this time.

Using the printer security features > 16

RINTING THE DOCUMENT

NOTE The menu buttons on your machine’s control panel will vary depending on the model.

For illustration purposes we will demonstrate the following procedure using the +/- and Enter buttons; your machine may have Up/Down and Return arrow buttons instead however the procedure is identical.

Your secure print job is printed using the control panel on the front of the machine.

1. When the machine is idle, use the +/- buttons to select the PRINT JOB menu, then press ENTER.

2. Select ENCRYPTED/STORED JOB.

3. Use the +/- buttons to enter your PIN. Press ENTER after each digit.

4. If necessary, use the +/- buttons to highlight the PRINT option.

5. Press ENTER to confirm you wish to print the document.

6. Use the +/- buttons to select the number of collated copies you require.

7. Press ENTER to print your document.

NOTE It is also possible to print and delete secure documents remotely from your PC using the Storage Device Manager utility.

Using the printer security features > 17

ELETING A SECURE PRINT DOCUMENT

NOTE The menu buttons on your machine’s control panel will vary depending on the model.

If you change your mind about printing a secure document, you can delete it from the machine’s hard disk without printing it first.

1. Follow steps 1 to 3 in the above procedure for printing the document.

2. Use the +/- buttons to highlight the DELETE option and press ENTER.

3. If necessary, use the +/- buttons to highlight the YES choice, and press ENTER to

confirm the deletion.

Your document is deleted from the machine’s hard disk without printing.

NOTE It is also possible to print and delete secure documents remotely from your PC using the Storage Device Manager utility.

Using the printer security features > 18

TORE TO HARD DISK

This feature allows print jobs to be created on the PC and stored on the machine’s hard disk for printing on demand. This is good for forms, generic memos, letterhead, stationery, etc.

If you use this feature for standard forms, for example, you can walk up to the machine at any time and print off your forms without having to re-send them from the PC.

This feature works in exactly the same way as the secure printing feature described earlier in this chapter, and is available only in the Windows PostScript and PCL drivers. The difference with job spooling is that the document is not automatically deleted from the machine’s hard disk after printing. It remains there for future use until you delete it from the Printer Control Panel or from your PC with the Storage Device Manager utility.

NOTE If this choice does not appear in the driver screens, or if it is greyed out, check to ensure that the hard disk is enabled in the printer driver.

Like the secure printing feature, there are three activities in job spooling:

> Sending the document

> Printing the document

> Deleting a stored document

ENDING THE DOCUMENT

Follow the same procedures as described in the section “Sending the document” on page 16 for sending a secure document, except that on the Job Options tab in step 2, click Store

to HDD.

Printing Preferences

RINTING THE DOCUMENT

Follow the same procedures as described in “Printing the document” on page 17 for printing a secure document. In this case the document will not be deleted from the hard disk after it has been printed.

ELETING A STORED DOCUMENT

Follow the procedure as described in “Deleting a secure print document” on page 18 for deleting a secure print document.

Like secure print documents, any other documents stored on the machine’s hard disk can also be deleted remotely from the PC using the Storage Device Manager utility.

Using the printer security features > 19

NCRYPTED SECURE PRINTING

Security over the network is an increasing concern for some organisations. Encrypted secure printing allows you to send, store and print confidential documents on machines that are shared with other users in a network environment.

Encrypting your documents before sending them to your machine will prevent unauthorised personnel accessing confidential or sensitive information.

Print jobs are encrypted immediately before transmission to the machine, where they are stored in an encrypted format on the hard disk drive. The documents will remain stored and unprinted until an authorised user authenticates the print job; decryption only happens when the job is actually printing.

This feature requires the hard disk drive to be installed in your machine and enabled in the printer driver.

NOTE

1. The secure printing feature may not be available from within some PC applications.

2. The secure printing feature is not supported in the Mac environment.

If your application software has a collate print option, turn it off otherwise encrypted printing may not work.

As deletion is automatic, there are only two activities in encrypted secure printing:

> Sending the document

> Printing the document

ENDING THE DOCUMENT

1. If using the PCL driver, in the Setup tab choose any saved driver settings you wish

to use.

2. In the driver’s Job Options tab, click Encrypted Secure Print.

The Encrypted Secure Print window opens.

Printing Preferences

3. In the Encrypted Secure Print window, enter a Password for this print job:

The password must be between 4 and 12 alpha-numeric characters. Numbers 1 to 9 and letters a to z are all valid.

4. If you would like a prompt at the machine for the job password, click the Always ask for password checkbox below the password entry.

Using the printer security features > 20

5. Select the required erase option for your print job:

> No overwrite: simply erases a print job without over writing the job with data.

This erase method poses a risk as the print job can be reconstructed.

> Zero out once: erases a print job after over writing it with data once. This erase

method is safer than the “No overwrite” option. However it still poses a risk of the print job being reconstructed.

> Multiple Random Overwrites: erases a print job after overwriting it with data

three times. This is the safest method of erasing a print job. However it takes longer to complete the job.

6. Select the Auto Erase Time-out period.

Specify a period of time (hours:minutes) during which the print job is stored in the machine’s HDD. When this period expires, the print job is automatically erased from the HDD.

7. Click OK to accept your changes.

8. Click OK to close the Printer Properties window.

9. Print your document.

RINTING THE DOCUMENT

Follow the same procedures as described in the section “Printing the document” on page 17 for printing a secure document.

In this case you will enter your password, and the document will be erased from the hard disk depending on the options you specified in Sending the document, step 5

required erase option for your print job:” on page 21 when sending the document to print.

“Select the

Using the printer security features > 21

Oki Europe Limited

Blays House Wick Road Egham Surrey TW20 0HJ United Kingdom

Tel: +44 (0) 208 219 2190 Fax: +44 (0) 208 219 2199

www.okiprintingsolutions.com

07087001 iss.3

OKI MC860 Security Guide

Specifications and Main Features

Frequently Asked Questions

User Manual

SSL/TLS

> Sending the document

> Printing the document

> Deleting a stored document

> Sending the document