Ricoh 350, 450 User Manual

350/450 Series

Operating Instructions

Security Reference

For safety, please read this manual carefully before you use this product and keep it handy for future reference.

Introduction

This manual contains detailed instructions on the operation and maintenance of this machine. To get maximum versatility from this machine all operators should carefully read and follow the instructions in this manual. Please keep this manual in a handy place near the machine.

Please read the Safety Information in the Copy Reference manual before using this machine. It contains important information related to USER SAFETY and PREVENTING EQUIPMENT PROBLEMS.

Important

Parts of this manual are subject to change without prior notice. In no event will the company be liable for direct, indirect, special, incidental, or consequential damages as a result of handling or operating the machine.

Warning:

Use of controls or adjustment or performance of procedures other than those specified in this manual might result in hazardous radiation exposure.

Trademarks

Microsoft

, Windows® and Windows NT® are registered trademarks of Microsoft Corporation in the

United States and/or other countries.

AppleTalk, Apple, Macintosh, Mac and TrueType are registered trademarks of Apple Computer, Incorporated.

Other product names used herein are for identification purposes only and might be trademarks of their respective companies. We disclaim any and all rights in those marks.

Some illustrations in this manual might be slightly different from the machine.

Certain options might not be available in some countries. For details, please contact your local dealer.

ISO15408 Security Capability.................................................................... 1

1.Security Settings

Operating Conditions................................................................................. 3

Operating Environment .................................................................................. 3

Key Operator Settings.................................................................................... 4

User Settings.................................................................................................. 5

Security Functions of This Machine......................................................... 6

Protection of Documents Temporarily Saved in the Memory of This Machine

Scanning the Original in Copier, Scanner or Document Server Mode ........... 8

Canceling a Transmission While the Original is Being Scanned (Facsimile)

Canceling a Print Job ................................................................................... 11

Resetting this machine................................................................................. 11

.... 8

....... 8

Protecting Documents Stored in the Document Server ....................... 12

Scanning in Document Server mode ........................................................... 13

Scanning in Copy mode ............................................................................... 20

Scanning in Scanner Mode .......................................................................... 24

Storing from Printer Driver ........................................................................... 31

Scanning in Facsimile Mode ........................................................................ 44

Sending a Stored File................................................................................... 49

Printing Stored Documents .......................................................................... 53

Locked Print.............................................................................................. 56

Printing a Locked Print File .......................................................................... 56

Deleting Locked Print Files .......................................................................... 57

Personal Boxes......................................................................................... 59

Printing Personal Box Messages ................................................................. 59

Key Operator Tools (for Administrator) ................................................. 61

Programming/Changing Key Operator Code ............................................... 62

Display Password with Stored File............................................................... 62

Delivery Server IP Address .......................................................................... 63

Programing/Editing Personal Boxes ............................................................ 63

Cautions When Using Security Modes................................................... 67

Key Operator Settings.................................................................................. 67

User Settings................................................................................................ 67

INDEX......................................................................................................... 68

ISO15408 Security Capability

The security mode of imagio Neo 350/450 series are compliant with ISO/IEC 15408 (level:EAL3) standards. Users requiring security control must use this machine in security mode.

Unauthorized copying and access through customer networks reduces document security. Confidential documents should be protected using security modes.

To enable security modes, contact an engineer through your sales or service representative.

Refer to the version of software in the following table to see if the products you are using are certified models or not. Contact your sales or service representative to check which version of software is installed on the machine.

Certified Version

System/Copy 5.23 Printer Application 3.02

NIB 1.79 Scanner Application 2.24

Net File Application 2.19

Fax Application 5.21.0 FCU Dver 07.00.00

Remote Fax Application

5.20.1

Security Settings

Operating Conditions

This machine has two modes: normal, and security-enhanced mode. “Security Functions of This Machine” are available only in security mode.

Security modes operate on the premise that the machine is used under the following conditions:

Operating Environment

• This machine is used normally (i.e. it is not damaged, modified or lacking components).

• When connected to a network, this machine is protected from unauthorized access and attacks such as packet wiretapping.

• The machine is managed by a person who has carefully read and understood the operating instructions for this machine and can ensure maintenance and safe operation by general users.

In General Office

• The machine is located in a room and connected to a telephone line or an internal network.

• Entry is restricted so that unauthorized persons cannot use this machine.

• A firewall prevents unauthorized external access.

In Public Facilities

• The machine is monitored by facility personnel.

• The machine is connected to telephone line but not to a network. Document Server mode is disabled.

Note

Customer engineers dispatched from

❒

Ricoh Company, Ltd. and affiliated companies are instructed to maintain user information security. Key operators can ask customer engineers to observe the maintenance procedure.

Ricoh Company, Ltd. and affiliated

❒

companies manage the CSS centers (or Ricoh service centers ) that provide maintenance services via telephone lines.

❒ CSS centers (or Ricoh service cen-

ters) manage each user's information very carefully.

Security Settings

Key Operator Settings

• The machine is not protected from illegal operations using networks such as wiretapping. Users need to take general measures to prevent unauthorized access to user networks.

• This machine is not protected from physical attacks such as removing or exchanging the hardware incorrectly. Users need to take general measures to prevent physical attacks.

• After relocating the machine or power outage, check the following to ensure machine security:

• "Security" is displayed on the

control panel.

• The Key Operator Code is pro-

grammed using an eight-digit number.

• [

All Initial Settings

the applicable range of the Key Operator Code.

• [

• Use the display to check the securi-

ty modes are working properly. When the machine is operating in security modes, the date/time and “Security” are alternately displayed in the top right-hand corner of the display. For details about how to operate this machine in security modes, ask your sales or service representative.

] is selected under [

OFF

Password with Stored File

] is selected for

Display

Note

❒ When choosing a Key Operator

Code, do not use multiple repetitions of the same number such as “00000000”or sequences such as “12345678”. These kinds of codes can be guessed easily. Using such codes will reduce security.

Reference

See "Key Operator Code", "Key Operator Tools 1/2" in the System Settings manual.

• To view a password for a document stored in the document server, press [

Stored File

Make sure to select [ viewing the password. If [ON] is left selected after viewing the password, security is not guaranteed.

Note

❒ When choosing a password for

the Personal Box, do not use multiple repetitions of the same number such as “0000”or sequences such as “1234”. These kinds of codes can be guessed easily. Using such codes will reduce security.

Reference

See "Display Password with Stored File", "Key Operator Tools 2/2" in the System Settings manual.

Display Password with

], and then select [ON].

] after

OFF

• Program a Key Operator Code to prevent unauthorized persons from making or changing User Tools settings. Program the Key Operator Code using 8 digits with the number keys, and then select

[

All Initial Settings

User Settings

• Enter passwords discreetly. If you note a password on paper, keep it hidden from other people.

• Register a user name for a document stored in the document server to identify creator or type, but not to protect the document from other people.

• When the machine is operating in security modes, the date/time and “Security” are alternately displayed in the top right-hand corner of the display. For details about how to operate this machine in security modes, ask your sales or service representative.

Operating Conditions

Note

❒ When choosing a password for a

document stored in the document server or the locked print, do not use multiple repetitions of the same number such as “0000”or sequences such as “1234”. These kinds of passwords can be guessed easily. Using such codes will reduce security.

Security Settings

Security Functions of This Machine

This machine provides the following security functions:

❖❖❖❖ Protection of documents temporarily

saved in memory (in Copier, Facsimile, Printer, Scanner and Document Server modes)

Deleted data is not reused. It is not available to other users. If you push {{{{ stopped copy process, you can delete temporarily saved documents scanned in Copier, Facsimile or Scanner mode and data sent to the printer (this machine).

Clear Modes

❖❖❖❖ Protection of documents stored in the

document server

You can attach a password to a document stored in the document server. Printing, delivery and fax transmission of documents is not possible unless the password is entered. Your documents are thereby protected from unauthorized access.

Note

❒

If you enter a password incorrectly, an error message will appear:”Password entered is not correct”. Press ter the password again. When the machine is operating in security modes, if you enter an incorrect password three times consecutively, document access will be denied. You will be unable to access the document even if you subsequently enter the password correctly. Once document access is refused, even if you subsequently enter the correct password, the message “Password entered is not correct” will appear. To release the lock, turn off the main power switch, and then turn it on to re-enter.

, and then en-

Exit

[

]

}}}} key in

❖❖❖❖ Protection of documents printed with

the Locked Print function (Printer mode)

When using Locked Print, printing is not possible unless a password is entered using the control panel. Your documents are safe from being viewed by other people.

Note

❒

If you enter a password incorrectly, an error message will appear:”Password entered is not correct”. Press enter the password again. When the machine is operating in security modes, if you enter an incorrect password three times consecutively, document access will be denied. You will be unable to access the document even if you subsequently enter the password correctly. Once document access is refused, even if you subsequently enter the correct password, the message “Password entered is not correct” will appear. Turning off the main power switch will delete the document awaiting printing. To release the lock, you have to send the print job from your computer again.

Exit

[

, and then

]

Security Functions of This Machine

❖❖❖❖ Protection of received documents

stored in a Personal Box (Facsimile mode)

Printing documents stored in a Personal Box is not possible unless a password is entered using the control panel. Your documents are safe from being viewed by other people.

Note

❒

If you enter a password incorrectly, an error message will appear:”Password entered is not correct”. Press enter the password again. When the machine is operating in security modes, if you enter an incorrect password three times consecutively, personal box access will be denied. You will be unable to access the box even if you subsequently enter the password correctly. Once document access is refused, even if you subsequently enter the correct password, the message “Password entered is not correct” will appear. To release the lock, turn off the main power switch, and then turn it on to reenter.

Exit

[

, and then

]

❖❖❖❖ Protection from unauthorized tele-

phone line access

Protection from unauthorized telephone line access Only faxes and CSS/Ricoh service cent communications are accepted. Dial-up and other forms of telephone line access are barred.

Reference

"Using CSS (CUSTOMER SUPPORT SYSTEM)" in the Copy Reference

❖❖❖❖ Key Operator Tools

You can program a Key Operator Code so that only authorized operators can change security settings.

Security Settings

Protection of Documents Temporarily Saved in the Memory of This Machine

Documents scanned in Copier, Facsimile or Scanner mode or data sent from a printer driver for printing are temporarily saved in memory. You can delete documents or data to avoid unauthorized printing.

Completing a process correctly, Used image data in the process will not printing in next operation (copying, printing, facsimile transmit , scanning).

Canceling a Transmission While the Original is Being Scanned (Facsimile)

Canceling a transmission after pressing the {{{{

Canceling a transmission using the

[

Change/Stop TX File]

Start

}}}} key.

Scanning the Original in Copier, Scanner or Document Server Mode

Press the {{{{

AAAA

The machine will stop storing the original and the data will not be sent.

Press [

BBBB

Stop

Clear/Stop

}}}} key.

Press the {{{{

AAAA

The machine will stop storing the original and the data will not be sent.

Clear/Stop

}}}} key.

Protection of Documents Temporarily Saved in the Memory of This Machine

Canceling a Transmission While the Message is Being Sent

Use this procedure to cancel a transmission after the original has been scanned.

Limitation

❒ If transmission finishes while you

are carrying out this procedure, it will not be canceled.

Note

❒ If you cancel a message while it is

being sent, transmission is halted as soon as you finish this procedure. However, some pages of your message may have already been sent and will be received at the other end.

Select the file you want to cancel.

BBBB

CCCC

Press

Stop Transmission

[

]

Reference

For details, see "Canceling a Memory Transmission" in the Facsimile Reference <Basic Features>

Press

AAAA

The list of programed files being transmitted or a waiting transmission is displayed.

Change/Stop TX File

[

]

Note

❒ To cancel another file, repeat

Exit

[

and C.

]

steps

Press

DDDD

The machine will return to standby mode.

Security Settings

Canceling a transmission using the {{{{Clear/Stop}}}} key

Press the

AAAA

Select the file you want to cancel.

BBBB

{{{{

Clear/Stop

key.

}}}}

Press [

DDDD

The machine will return to standby mode.

Exit

Press [

CCCC

❒ To cancel another file, repeat

Stop Transmission

Note

steps

and C.

Protection of Documents Temporarily Saved in the Memory of This Machine

Canceling a Print Job

Press the {{{{

AAAA

chine's control panel.

Press [

BBBB

panel.

A message appears on the display panel indicating that the print job is being canceled.

Important

❒ This procedure cancels the print

job that is being processed by the machine. In some cases, the machine may already be processing data for the next print job following the one currently being output. In this case, the next print job is also canceled when you press [

❒ When the machine is being

shared by multiple computers, be careful not to accidentally cancel someone else's print job.

Printer

Job Reset

}}}} key on the ma-

] on the display

Job Reset

Resetting this machine

When this machine stops by jam, proceed this process.

Press the {{{{

AAAA

machine's control panel.

Clear Modes

}}}} key on the

Note

❒ You cannot stop printing data

that has already been processed internally by the machine. Because of this, printing may continue for a few pages after you press [

❒ A print job that contains a large

volume of data may take considerable time to stop.

Because of memory overflow, print

❒

que will delete automatically.

Job Reset

Security Settings

Protecting Documents Stored in the Document Server

Note

❒ Once you have entered a correct

password, the desired document is selected (highlighted). When a job is finished but the document is left selected, people without the password can also print or delete it. When you have finished printing or deleting a document, make sure to press the key of that document again, or the [Clear/Stop] key to unselect the document. If you have selected several documents, make sure you press the [Clear Modes key to deselect them.

❒ Frequently check the display panel

to see whether the machine is in security mode or not. When the machine is operating in security mode, the date/time and “Securi- ty” appear alternately in the top right-hand corner of the display. For details about how to operate this machine in security mode, ask your sales or service representative.

❒ If you enter a password incorrect-

ly, an error message will appear:”Password entered is not correct”. Press [Exit], and then enter the password again. When the machine is operating in security modes, if you enter an incorrect password three times consecutively, document access will be denied. You will be unable to access the document even if you subsequently enter the password correctly. Once document access is refused, even if you subsequently enter the correct password, the message “Password entered is not correct” will appear. To release the lock, turn off the main power switch, and then turn it on to re-enter. However, access attempts for other documents are still accepted.

]

❒ Once you have entered an incor-

rect password, it takes longer (more than one minute) than usual before the machine is ready for operation after power on.

Scanning in Document Server mode

Reference

For details, see "Scanning in Document Server mode" in the Copy Reference manual.

Press the {{{{

AAAA

Document Server

}}}} key.

Protecting Documents Stored in the Document Server

Enter a file name, user name, or

CCCC

password if necessary.

Note

❒ If you do not wish to register a

file name, go to step

❒ If you do not register a file

name, it is stored automatically.

❒ The security is not guaranteed if

no password is entered.

To set the file name

The "Select Files to Print" display appears.

Press the

BBBB

The "Scan Original" display appears.

Scan Original

[

]

A Press the B Enter the new file name using

the letter keys on the display panel.

Reference

For information about how to input characters, see the System Settings manual.

C Press the

File Name

[

[OK]

]

Security Settings

To set the user name

A Press the [User Name] . B Enter the new user name using

the letter keys on the display panel.

Note

❒ If you want to enter non-reg-

istered name, press the [Non- registered Name], then enter the new user name.

To set the password

A Press the [Password] . B Enter the password using the

number keys (4 digits).

Note

❒ To change the number en-

tered, press the [Clear] or {{{{Clear/Stop}}}} key and enter a new number.

❒ The security is not guaran-

teed if no password is entered.

C Press the [OK] .

C Press the [OK] or {{{{#}}}} key.

Set your originals either on the

DDDD

exposure glass or into the document feeder.

Make any desired settings.

EEEE

Note

Press the [

❒

cancel the file name, password, or print settings and return to the "Select Files to Print" display.

Scanning Finished

] to

Protecting Documents Stored in the Document Server

Press the {{{{Start}}}} key.

FFFF

The document is saved in the Document Server. The saved documents are displayed on the "Select Files to Print " display.

Note

❒ If you have set your originals on

the exposure glass, press the

Scanning Finished] after all orig-

[

inals have been scanned. The "Select Files to Print" display appears.

To stop scanning, press the

❒

key.

❒ To resume the paused scanning

job, press the [Resume] in the confirmation dialog box. To delete the saved images and cancel the job, press the [Cancel] .

❒ When storing a password,

appears on the left side of the file name.

{{{{Clear/Stop}}}}

Press the [Scanning Finished] .

GGGG

To change the file name, user name, or password

A Press the line of the document

whose file name, user name, or password you want to change.

B If you select a document which

requires a password, the "Input the Password" window appears. Input the password using the number keys, then press the [OK] .

C Press the [File Management] .

Security Settings

D Press the [Change User Name],

[Change File Name], or [Change Password].

E Enter the new file name, user

name, or password using the letter keys or number keys.

F Press the [OK] .

Printing Saved Documents

You can print any of the documents saved in the Documents Server.

Follow these steps to select a document and print it out.

Reference

For details, see "Printing Saved Document" in the Copy Reference manual.

Press the {{{{Document Server}}}} key.

AAAA

The "Select Files to Print" display appears.

Press the line for the document

BBBB

you want to print.

The selected line is highlighted.

Note

❒ If you cannot choose the desired

document by its name, you can print the first page to check the contents. Press the line for the desired document, and press the [Print 1st Page] followed by the {{{{Start}}}} key.

Protecting Documents Stored in the Document Server

❒ If you select a document which

requires a password, the “Input the Password” window appears. Enter your password using the number keys, then press the [OK] .

❒ If you enter an incorrect pass-

word for a document three times consecutively, document access is refused. Turn off the main power switch, and then turn it on to re-enter correctly. However, access attempts for other documents are still accepted.

❒ To delete the value entered,

press the [Clear] or {{{{Clear/Stop}}}} key. To cancel a selected document, press the [Cancel] .

To print more than one docu-

CCCC

ment, repeat step desired documents in the order you want to print them out.

The selected order is shown in the priority column next to the selected document(s).

to select the

BBBB

If you need to change any of the

DDDD

print settings, press the [Print Set- tings] .

The "Print Settings" display appears.

Note

Press the [

❒

the “Select Files to Print” display.

Select File

] to return to

Note

❒ Press the {{{{Clear Modes}}}} key to

cancel all the settings.

Reference

For details, see the explanations of each function in this manual.

Enter the required number of

EEEE

prints using the number keys.

Note

❒ Up to 999 can be entered.

❒ To change the value entered,

press the {{{{Clear/Stop}}}} key and enter new value.

Press the {{{{Start}}}} key.

FFFF

The machine starts printing.

Note

❒ To pause the print job, press the

{{{{Clear/Stop}}}} key. In the confirmation dialog box, press the [Resume] to resume it, or press the [Cancel] to cancel it.

Security Settings

Deleting Saved Documents

You should delete any of the saved documents using the control panel of the machine.

This section describes how to delete saved documents.

Important

❒ You can save up to 3,000 docu-

ments in the Document Server. No more documents can be saved, when there are 3,000 documents in the Document Server. You should delete unnecessary documents.

❒ You can set the timer to delete the

documents stored in the Document Server with the User Tools. ⇒ “Delete All Files” in the System Settings manual.

Note

❒ You can delete all the saved docu-

ments at a time with the User Tools. ⇒ “Delete All Files” in the System Settings manual.

Follow these steps to delete saved documents.

Press the {{{{

AAAA

The “Select Files to Print” display appears.

Select a document you want to de-

BBBB

lete by pressing the name of it.

The selected name is highlighted.

Document Server

}}}} key.

Note

❒ You can search the document

you desire by the file name or the user name. .

❒ You can sort the files in order of

User Name

[

. Press the key you want to

Date

[

]

sort by.

Restrictions on entries are as follows:

❒

• User name: up to 16 characters

• File name: up to 16 characters

❒ If you cannot choose the desired

document by its name, you can print the first page to check the contents. Press the line for the desired document, and press the

Print 1st Page

[

by the {{{{

❒ Press the selected line again to

cancel the print job.

❒ If you select a document which

requires a password, the “Input the Password” window appears. Enter your password using the number keys, and press the

❒ If you enter an incorrect pass-

[OK]

Start

key.

File Name

], [

}}}} key.

key followed

]

, or

]

❒ To delete the value entered,

press the key. To cancel a selected document, press the

[

Clear

or {{{{

]

Cancel

[

Clear/Stop

key.

]

}}}}

Repeat step BBBB if you want to select

CCCC

Ricoh 350, 450 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

TABLE OF CONTENTS

ISO15408 Security Capability

Operating Conditions

Operating Environment

Key Operator Settings

User Settings

Security Functions of This Machine

Protection of Documents Temporarily Saved in the Memory of This Machine

Canceling a Transmission While the Original is Being Scanned (Facsimile)

Canceling a transmission using the

Scanning the Original in Copier, Scanner or Document Server Mode

Canceling a Transmission While the Message is Being Sent

Canceling a Print Job

Resetting this machine

Protecting Documents Stored in the Document Server

Scanning in Document Server mode

Printing Saved Documents

Deleting Saved Documents