Ricoh AFICIO 2075, AFICIO 2060, AFICIO 2051 User Manual

Operating Instructions

Security Reference

Getting Started

Preventing Information Leaks

Preventing Unauthorized Use of Functions and Settings

Enhanced Network Security

Management Based on Authentication and Access Control

Specifying the Administrator/Security Functions

Troubleshooting

Appendix

Read this manual carefully before you use this product and keep it handy for future reference. For safe and correct use, please be sure to read

the Safety Information in the "General Settings Guide" before using the machine.

Introduction

This manual describes detailed instructions on the operation and notes about the use of this machine. To get maximum versatility from this machine, all operators are requested to read this manual carefully and follow the instructions. Please keep this manual in a handy place near the machine.

Do not copy or print any item for which reproduction is prohibited by law.

Copying or printing the following items is generally prohibited by local law:

bank notes, revenue stamps, bonds, stock certificates, bank drafts, checks, passports, driver's licenses.

The preceding list is meant as a guide only and is not inclusive. We assume no responsibility for its completeness or accuracy. If you have any questions concerning the legality of copying or printing certain items, consult with your legal advisor.

Important

Contents 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.

Trademarks

Microsoft

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

United States and/or other countries.

AppleTalk, EtherTalk, Rendezvous are registered trademarks of Apple Computer, Inc.

PostScript

and Acrobat® are registered trademarks of Adobe Systems, Incorporated.

PCL is a registered trademark of Hewlett-Packard Company.

Bluetooth is a Trademark of the Bluetooth SIG, Inc. (Special Interest Group) and licensed to RICOH Company Limited.

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

The proper names of the Windows operating systems are as follows:

• The product name of Windows

• The product names of Windows Microsoft Microsoft

Windows® 2000 Advanced Server

Windows® 2000 Server

95 is Microsoft® Windows 95.

98 is Microsoft® Windows 98.

Me is Microsoft® Windows Millennium Edition (Windows Me).

2000 are as follows:

Microsoft® Windows® 2000 Professional

• The product names of Windows Microsoft

Windows® XP Professional

XP are as follows:

Microsoft® Windows® XP Home Edition

• The product names of Windows Server™ 2003 are as follows: Microsoft® Windows ServerTM 2003 Standard Edition Microsoft® Windows ServerTM 2003 Enterprise Edition

Microsoft

• The product names of Windows NT Microsoft® Windows NT® Server 4.0 Microsoft

Windows ServerTM 2003 Web Edition

4.0 are as follows:

Windows NT® Workstation 4.0

Notes

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.

Manuals for This Machine

The following manuals describe the operational procedures of this machine. For particular functions, see the relevant parts of the manual.

Note

❒ Manuals provided are specific to machine type.

❒ Adobe Acrobat Reader is necessary to view the manuals as a PDF file.

❒ Two CD-ROMs are provided:

• CD-ROM 1 “Operating Instructions for Printer/Scanner”

• CD-ROM 2 “Scanner Driver and Document Management Utility”

❖❖❖❖ General Settings Guide

Provides an overview of the machine and describes System Settings (such as Tray Paper Settings), Document Server functions, and troubleshooting. Refer to this manual for Address Book procedures such as registering e-mail addresses and user codes.

❖❖❖❖ Security Reference (this manual)

This manual is for administrators of this machine. It describes security functions that the administrators can use to protect data from being tampered, or prevent the machine from unauthorized use. Also refer to this manual for the procedures for registering administrators, as well as setting user and administrator authentication.

❖❖❖❖ Network Guide (PDF file - CD-ROM1)

Provides information about configuring and operating the printer in a network environment or using software. This manual covers all models, and therefore contains functions and settings that may not be available for your model. Images, illustrations, functions, and supported operating systems may differ from those of your model.

❖❖❖❖ Copy Reference

Describes operations, functions, and troubleshooting for the machine's copier function.

❖❖❖❖ Printer Reference

Describes system settings, operations, functions, and troubleshooting for the machine's printer function.

❖❖❖❖ Scanner Reference (PDF file - CD-ROM1)

Describes operations, functions, and troubleshooting for the machine's scanner function.

❖❖❖❖ Manuals for DeskTopBinder Lite

DeskTopBinder Lite is a utility included on the CD-ROM labeled “Scanner Driver and Document Management Utility”.

• DeskTopBinder Lite Setup Guide (PDF file - CD-ROM2)

Describes installation of, and the operating environment for DeskTopBinder Lite in detail. This guide can be displayed from the [Setup] display when DeskTopBinder Lite is installed.

• DeskTopBinder Lite Introduction Guide (PDF file - CD-ROM2)

Describes operations of DeskTopBinder Lite and provides an overview of its functions. This guide is added to the [Start] menu when DeskTopBinder Lite is installed.

• Auto Document Link Guide (PDF file - CD-ROM2)

Describes operations and functions of Auto Document Link installed with DeskTopBinder Lite. This guide is added to the [Start] menu when DeskTopBinder Lite is installed.

❖❖❖❖ Other manuals

• PostScript3 Supplement (PDF file-CD-ROM1)

• UNIX Supplement (available from an authorized dealer, or as a PDF file on

our Web site)

TABLE OF CONTENTS

Manuals for This Machine......................................................................................i

How to Read This Manual .....................................................................................1

1. Getting Started

Enhanced Security.................................................................................................3

Glossary .....................................................................................................................4

Security Measures Provided by this Machine.....................................................5

Preventing Information Leaks ....................................................................................5

Preventing Unauthorized Operation...........................................................................6

Enhanced Network Security.......................................................................................7

2. Preventing Information Leaks

Printing a Confidential Document........................................................................9

Choosing a Locked Print file ......................................................................................9

Printing a Locked Print File ......................................................................................10

Specifying Access Permission for Stored Files ............................................... 11

Assigning Users and Access Permission for Stored Files .......................................11

Assigning the User and the Access Permission for the User’s Stored Files............13

Specifying Passwords for the Stored Files...............................................................15

Unlocking Files.........................................................................................................16

Preventing Data Leaks Due to Unauthorized Transmission ............................ 17

Specifying Which Users Are Allowed to Send Files.................................................17

Restrictions on Destinations.....................................................................................17

Protecting the Address Book ............................................................................. 19

Address Book Access Permission ...........................................................................19

Encrypting the Data in the Address Book ................................................................21

Overwriting the Data on the Hard Disk ..............................................................23

“Auto Erase Memory Setting”...................................................................................23

“Erase All Memory” ..................................................................................................26

3. Preventing Unauthorized Use of Functions and Settings

Preventing Modification of Machine Settings ...................................................29

Limiting Available Functions..............................................................................30

Specifying Which Functions are Available ...............................................................30

4. Enhanced Network Security

Preventing Unauthorized Access.......................................................................33

Network Settings......................................................................................................33

Access Control.........................................................................................................34

Encrypting Transmitted Passwords...................................................................36

Driver Encryption Key ..............................................................................................36

Group Password for PDF files..................................................................................38

IPP Authentication Password...................................................................................39

iii

Protection Using Encryption ..............................................................................40

SSL (Secure Sockets Layer) Encryption..................................................................41

User Settings for SSL (Secure Sockets Layer) ........................................................44

Setting the SSL / TLS Encryption Mode...................................................................45

SNMPv3 Encryption .................................................................................................47

5. Management Based on Authentication and Access Control

The Management Function .................................................................................49

Administrators and Users...................................................................................50

Administrator............................................................................................................50

User..........................................................................................................................51

Enabling Authentication......................................................................................52

Administrator Authentication ....................................................................................52

User Authentication..................................................................................................53

Authentication Information Stored in the Address Book................................. 61

Specifying Authentication Information to Log on......................................................61

If User Authentication Has Been Specified .......................................................63

User Code Authentication (Using the Control Panel)...............................................63

User Code Authentication (Using a Printer Driver) ..................................................63

Log Off (Using the Control Panel)............................................................................64

Log Off (Using Web Image Monitor) ........................................................................65

Auto Logout..............................................................................................................65

Menu Protect ........................................................................................................66

Menu Protect............................................................................................................66

6. Specifying the Administrator/Security Functions

The Roles of Administrators...............................................................................69

Administrator Authentication .............................................................................71

Administrator Authentication ....................................................................................72

Registering the Administrator...................................................................................74

Logging on Using Administrator Authentication .......................................................75

Logging off Using Administrator Authentication .......................................................76

Changing the Administrator......................................................................................77

Specifying the Extended Security Functions....................................................78

Changing the Extended Security Functions .............................................................78

Settings ....................................................................................................................79

Limiting Machine Operation to Customers Only ..............................................82

Settings ....................................................................................................................82

7. Troubleshooting

Authentication Does Not Work Properly ...........................................................85

A Message Appears.................................................................................................85

Machine Cannot Be Operated..................................................................................87

8. Appendix

Operations by the Supervisor.............................................................................89

Logging on as the Supervisor ..................................................................................89

Logging off as the Supervisor ..................................................................................90

Changing the Supervisor..........................................................................................90

Resetting an Administrator’s Password ...................................................................91

Machine Administrator Settings.........................................................................93

System Settings .......................................................................................................93

Copier Features .......................................................................................................95

Printer Features/Normal Operation..........................................................................95

Scanner Features.....................................................................................................96

Settings via Web Image Monitor ..............................................................................96

Settings via SmartDeviceMonitor for Admin.............................................................98

Network Administrator Settings.........................................................................99

System Settings .......................................................................................................99

Scanner Features...................................................................................................100

Settings via Web Image Monitor ............................................................................100

Settings via SmartDeviceMonitor for Admin...........................................................102

File Administrator Settings...............................................................................103

System Settings .....................................................................................................103

Settings via Web Image Monitor ............................................................................103

Settings via SmartDeviceMonitor for Admin...........................................................104

User Administrator Settings .............................................................................105

System Settings .....................................................................................................105

Settings via Web Image Monitor ............................................................................105

The Available Functions for Using the Files Stored in Document Server .... 106

Settings That Can Be Specified In the Address Book............................................107

User Settings......................................................................................................110

Copier Features .....................................................................................................110

Printer Functions....................................................................................................113

Scanner Features...................................................................................................114

System Settings .....................................................................................................115

Web Image Monitor Setting....................................................................................121

Functions That Require Options ......................................................................131

INDEX....................................................................................................... 132

How to Read This Manual

Symbols

The following set of symbols is used in this manual.

WARNING:

This symbol indicates a potentially hazardous situation that might result in death or serious injury when you misuse the machine without following the instructions under this symbol. Be sure to read the instructions, all of which are described in the Safety Information section.

CAUTION:

This symbol indicates a potentially hazardous situation that might result in minor or moderate injury or property damage that does not involve personal injury when you misuse the machine without following the instructions under this symbol. Be sure to read the instructions, all of which are described in the Safety Information section.

* The statements above are notes for your safety.

Important

If this instruction is not followed, paper might be misfed, originals might be damaged, or data might be lost. Be sure to read this.

Preparation

This symbol indicates information or preparations required prior to operating.

Note

This symbol indicates precautions for operation, or actions to take after abnormal operation.

Limitation

This symbol indicates numerical limits, functions that cannot be used together, or conditions in which a particular function cannot be used.

Reference

This symbol indicates a reference.

[]

Keys that appear on the machine's display panel.

[]

Keys and buttons that appear on the computer's display.

{}

Keys built into the machine's control panel.

{}

Keys on the computer's keyboard.

1. Getting Started

Enhanced Security

This machine's security function can be enhanced through the management of the machine and its users using the improved authentication functions.

By specifying access limits on the machine’s functions and the documents and data stored in the machine, you can prevent information leaks and unauthorized access.

Data encryption can prevent unauthorized data access and tampering via the network.

❖❖❖❖ Authentication and Access Limits

Using authentication, administrators manage the machine and its users. To enable authentication, information about both administrators and users must be registered in order to authenticate users via their login user names and passwords. Four types of administrator manage specific areas of machine usage, such as settings and user registration. Access limits for each user are specified by the administrator responsible for user access to machine functions and documents and data stored in the machine.

Reference

For details, see p.69 “The Roles of Administrators”.

❖❖❖❖ Encryption Technology

This machine can establish secure communication paths by encrypting transmitted data and passwords.

Getting Started

Glossary

❖❖❖❖ Administrator

Administrators manage a specific area of machine usage, such as settings or user registration. There are four types of administrator: user administrator, network administrator, machine administrator, and file administrator. One person can act as more than one type of administrator. Basically, administrators make machine settings and manage the machine; they cannot perform normal operations, such as copying and printing.

❖❖❖❖ User

A user performs normal operations on the machine, such as copying and printing.

❖❖❖❖ File Creator (Owner)

This is a user who can store files in the machine and authorize other users to view, edit, or delete those files.

❖❖❖❖ Registered User

This is a user whose personal information is registered in the address book. The registered user is the user who knows the login user name and password.

❖❖❖❖ Administrator Authentication

Administrators are authenticated by means of the login user name and login password supplied by the administrator when specifying the machine’s settings or accessing the machine over the network.

❖❖❖❖ User Authentication

Users are authenticated by means of the login user name and login password supplied by the user when specifying the machine’s settings or accessing the machine over the network.

❖❖❖❖ Login

This action is required for administrator authentication and user authentication. Enter your login user name and login password on the machine’s control panel. A login user name and login password may also be supplied when accessing the machine over the network or using such utilities as Web Image Monitor and SmartDeviceMonitor for Admin.

❖❖❖❖ Logout

This action is required with administrator and user authentication. This action is required when you have finished using the machine or changing the settings.

Security Measures Provided by this Machine

Preventing Information Leaks

❖❖❖❖ Printing confidential files

Using the printer’s Locked Print, you can store files in the machine as confidential files and then print them. You can print a file using the machine’s control panel and collect it on the spot to prevent others from seeing it.

Reference

For details, see p.9 “Printing a Confidential Document”.

❖❖❖❖ Protecting Stored Files from Unauthorized Access

You can specify who is allowed to use and access scanned files and the files in Document Server. You can prevent activities such as the printing of stored files by unauthorized users.

Reference

For details, see p.11 “Specifying Access Permission for Stored Files”.

❖❖❖❖ Protecting Stored Files from Theft

You can specify who is allowed to use and access scanned files and the files in Document Server. You can prevent such activities as the sending and downloading of stored files by unauthorized users.

Reference

For details, see p.11 “Specifying Access Permission for Stored Files”.

❖❖❖❖ Preventing Data Leaks Due to Unauthorized Transmission

You can specify in the address book which users are allowed to send files using the scanner function. You can also limit the direct entry of destinations to prevent files from being sent to destinations not registered in the address book.

Reference

For details, see p.17 “Preventing Data Leaks Due to Unauthorized Transmission”.

❖❖❖❖ Protecting Registered Information in the Address Book

You can specify who is allowed to access the data in the address book. You can prevent the data in the address book being used by unregistered users. To protect the data from unauthorized reading, you can also encrypt the data in the address book.

Note

❒ To encrypt the data in the address book, the machine must have the printer

and scanner functions.

Getting Started

Reference

For details, see p.19 “Protecting the Address Book”.

❖❖❖❖ Overwriting the Data on the Hard Disk

You can overwrite data on the hard disk.

Reference

For details, see p.23 “Overwriting the Data on the Hard Disk”.

Preventing Unauthorized Operation

❖❖❖❖ Preventing Modification or Deletion of Stored Data

You can specify who is allowed to access stored scan files and files stored in Document Server. You can permit selected users who are allowed to access stored files to modify or delete the files.

Reference

For details, see p.11 “Specifying Access Permission for Stored Files”.

❖❖❖❖ Preventing Modification of Machine Settings

The machine settings that can be modified depend on the type of administrator account. Register the administrators so that users cannot change the administrator settings.

Reference

For details, see p.29 “Preventing Modification of Machine Settings”.

❖❖❖❖ Limiting Available Functions

To prevent unauthorized operation, you can specify who is allowed to access each of the machine’s functions.

Reference

For details, see p.30 “Limiting Available Functions”.

Security Measures Provided by this Machine

Enhanced Network Security

❖❖❖❖ Preventing Unauthorized Access

You can limit IP addresses or disable ports to prevent unauthorized access over the network and protect the address book, stored files, and default settings.

Reference

For details, see p.33 “Preventing Unauthorized Access”.

❖❖❖❖ Encrypting Transmitted Passwords

Prevent login passwords, group passwords for PDF files, and IPP authentication passwords being revealed by encrypting them for transmission. Also, encrypt the login password for administrator authentication and user authentication.

Note

❒ To encrypt transmitted passwords, the machine must have the printer and

scanner functions.

Reference

For details, see p.36 “Encrypting Transmitted Passwords”.

❖❖❖❖ Safer Communication Using SSL

When you access the machine using a Web browser or IPP, you can establish encrypted communication using SSL. When you access the machine using an application such as SmartDeviceMonitor for Admin, you can establish encrypted communication using SNMPv3 or SSL. To protect data from interception, analysis, and tampering, you can install a server certificate in the machine, negotiate a secure connection, and encrypt transmitted data.

Note

❒ To establish encrypted communication using SSL, the machine must have

the printer and scanner functions.

Reference

For details, see p.40 “Protection Using Encryption”.

Getting Started

2. Preventing Information Leaks

Printing a Confidential Document

To use this function, the printer/scanner option must be installed.

Depending on the location of the machine, it is difficult to prevent unauthorized persons from viewing prints lying in the machine’s output trays. When printing confidential documents, use the Locked Print function.

❖❖❖❖ Locked Print

Using the printer’s Locked Print function, store files in the machine as Locked Print files and then print them from the control panel and retrieve them immediately, preventing others from viewing them.

Reference

If user authentication has been enabled, you must enter the login user name and login password using the printer driver. For details see the printer driver Help.

You can perform Locked Print even if user authentication is not enabled. For details see Printer Reference.

Choosing a Locked Print file

Using the printer driver, specify a Locked Print file.

Open the printer driver dialog box.

AAAA

Set [Job type:] to [Locked Print].

BBBB

Click [Details...].

CCCC

Enter the user ID and password.

DDDD

A confirmation message appears.

Note

❒ The user ID and password entered here let you use the Locked Print func-

tion.

❒ To print a Locked Print file, enter the same user ID and password on the

control panel.

Limitation

❒ Enter the user ID using up to 8 alphanumeric characters.

❒ Enter the password using 4 to 8 numbers.

Click [OK].

EEEE

Click [OK].

FFFF

Preventing Information Leaks

Click [OK].

GGGG

Perform Locked Print.

HHHH

Reference

For details, see the printer driver Help.

Printing a Locked Print File

To print a Locked Print file, face the machine and print the file using the control panel.

Preparation

For details about logging on with user authentication, see p.63 “Login (Using the Control Panel)”.

For details about logging off with user authentication, see p.64 “Log Off (Using the Control Panel)”.

Press the {{{{Printer}}}} key.

AAAA

Press [Locked & Sample Print Job List].

BBBB

Press [

CCCC

Locked Print Job List

Only Locked Print files belonging to the user who has logged on appear.

Select the Locked Print file to print.

DDDD

Press [Print].

EEEE

Enter the password for the stored file, and then press [OK].

FFFF

Note

❒ Enter the password specified in step

file”.

Press [Yes].

GGGG

on p.9 “Choosing a Locked Print

Specifying Access Permission for Stored Files

You can specify who is allowed to access stored scan files and files stored in the Document Server.

You can prevent activities such as the printing or sending of stored files by unauthorized users.

❖❖❖❖ Access Permission

To limit the use of stored files, you can specify four types of access permission.

Read-only In addition to checking the content of and in-

formation about stored files, you can also print and send the files.

Edit You can change the print settings for stored

files. This includes permission to view files.

Edit / Delete You can delete stored files.

This includes permission to view and edit files.

Full Control You can specify the user and access permis-

sion.This includes permission to view, edit, and edit / delete files.

Note

❒ Files can be stored by any user who is allowed to use the Document Server

or scanner function.

❒ Using Web Image Monitor, you can check the content of stored files. For

details, see the Web Image Monitor Help.

❒ The default access permission for the file creator (owner) is “full control”.

❖❖❖❖ Password for Stored Files

Passwords for stored files can be specified by the file creator (owner) or file administrator. You can obtain greater protection against the unauthorized use of files.

Assigning Users and Access Permission for Stored Files

This can be specified by the file creator (owner) or file administrator.

Specify the users and their access permissions for each stored file.

By making this setting, only users granted access permission can access stored files.

Preparation

For details about logging on with administrator authentication, see p.75 “Logging on Using Administrator Authentication”.

Preventing Information Leaks

For details about logging off with administrator authentication, see p.76 “Logging off Using Administrator Authentication”.

Important

❒ If files become inaccessible, reset their access permission as the file creator

(owner). This can also be done by the file administrator. If you want to access a file but do not have access permission, ask the file creator (owner).

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

AAAA

Select the file.

BBBB

Press [File Management].

CCCC

Press [Change Acs. Priv.].

DDDD

Press [Program/Change/Delete].

EEEE

Press [New Program].

FFFF

Select the users or groups you want to assign permission to.

GGGG

You can select more than one users.

By pressing [All Users], you can select all the users.

Press [Exit].

HHHH

Specifying Access Permission for Stored Files

Select the user who you want to assign an access permission to, and then

IIII

select the permission.

Select the access permission from [Read-only], [Edit], [Edit / Delete], or [Full Con-

trol

Press [Exit].

JJJJ

Press [OK].

KKKK

Press [OK].

LLLL

Assigning the User and the Access Permission for the User’s Stored Files

This can be specified by the file creator (owner) or file administrator.

Specify the users and their access permission to files stored by a particular user.

Only those users granted access permission can access stored files.

This makes the management of access permission easier than it is when permission is specified for each stored file.

Preparation

For details about logging on with administrator authentication, see p.75 “Logging on Using Administrator Authentication”.

For details about logging off with administrator authentication, see p.76 “Logging off Using Administrator Authentication”.

Important

❒ If files become inaccessible, be sure to enable the file administrator, and then

reset the access permission for the files in question.

Press the {{{{User Tools/Counter}}}} key.

AAAA BBBB

Press [

System Settings

Preventing Information Leaks

Press [Administrator Tools].

CCCC

Press [Address Book Management].

DDDD

If it does not appear, press [TTTTNext].

Select the user or group.

EEEE

Press [Protection].

FFFF

Under "Protect File(s)", press [Program / Change] for "Permissions for Us-

GGGG

ers/Groups".

If it does not appear, press [TTTTNext].

HHHH

Press [

New Program

Select the users or groups to register.

IIII

You can select more than one users.

By pressing [

Press [Exit].

JJJJ

All Users

], you can select all the users.

Specifying Access Permission for Stored Files

Select the user who you want to assign an access permission to, and then

KKKK

select the permission.

Select the access permission from [Read-only], [Edit], [Edit / Delete], or [Full Con-

trol

Press [Exit].

LLLL

Press [OK].

MMMM

Press [Exit].

NNNN

Press the {{{{User Tools/Counter}}}} key.

OOOO

Specifying Passwords for the Stored Files

This can be specified by the file creator (owner) or file administrator.

Specify passwords for the stored files.

Provides increased protection against unauthorized use of files.

Preparation

For details about logging on with administrator authentication, see p.75 “Logging on Using Administrator Authentication”.

For details about logging off with administrator authentication, see p.76 “Logging off Using Administrator Authentication”.

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

AAAA

Select the file.

BBBB

Press [File Management].

CCCC

Press [

DDDD EEEE

FFFF

Change Password

Enter the password using the number keys.

You can use 4 to 8 numbers as the password for the stored file.

Press [Change] at the bottom of the screen.

Preventing Information Leaks

Confirm the password by re-entering it using the number keys.

GGGG

Press [#].

HHHH

Press [OK].

IIII

Press [OK].

JJJJ

Unlocking Files

If you specify “Enhance File Protection”, the file will be locked and become inaccessible if an invalid password is entered ten times. This section explains how to unlock files.

Only the file administrator can unlock files.

Preparation

For details about logging on with administrator authentication, see p.75 “Logging on Using Administrator Authentication”.

For details about logging off with administrator authentication, see p.76 “Logging off Using Administrator Authentication”.

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

AAAA

Select the file.

BBBB

Press [File Management].

CCCC

Press [Unlock Files].

DDDD

Press [Yes].

EEEE

Press [OK].

FFFF

Preventing Data Leaks Due to Unauthorized Transmission

If user authentication is specified, the user who has logged on can be designated as the sender to prevent unauthorized access.

You can also limit the direct entry of destinations to prevent files from being sent to destinations not registered in the address book.

Specifying Which Users Are Allowed to Send Files

If user authentication is specified, the user who has logged on is designated as the sender. With this setting, you can prevent unauthorized access. If you have not specified user authentication, see General Settings Guide.

Note

❒ You need to register the e-mail address. See General Settings Guide.

Restrictions on Destinations

This can be specified by the user administrator.

Make the setting to disable the direct entry of e-mail addresses under the scanner function.

By making this setting, the destinations can be restricted to addresses registered in the address book.

Preparation

For details about logging on with administrator authentication, see p.75 “Logging on Using Administrator Authentication”.

For details about logging off with administrator authentication, see p.76 “Logging off Using Administrator Authentication”.

Press the {{{{User Tools/Counter}}}} key.

AAAA

Press [System Settings].

BBBB

Preventing Information Leaks

Press [Administrator Tools].

CCCC

Press [Extended Security].

DDDD

Press [On] for “Restrict Use of Destinations”.

EEEE

Note

❒ If you set “Restrict Use of Destinations” to [Off], “Permit Adding of Desti-

nations” appears.

❒ If you set “Permit Adding of Destinations” to [On], the user can register

destinations by entering them directly.

❒ If you set “Permit Adding of Destinations” to [Off], the user cannot register

destinations by entering them directly.

Press [OK].

FFFF

Press the {{{{User Tools/Counter}}}} key.

GGGG

Reference

This can also be specified using Web Image Monitor or SmartDeviceMonitor for Admin. For details, see the Help for each application.

Protecting the Address Book

You can specify who is allowed to access the data in the address book. By making this setting, you can prevent the data in the address book being used by unregistered users.

To protect the data from unauthorized reading, you can also encrypt the data in the address book.

Address Book Access Permission

This can be specified by the registered user. The access permission can also be specified by a user granted full control or the user administrator.

You can specify who is allowed to access the data in the address book.

By making this setting, you can prevent the data in the address book being used by unregistered users.

Preparation

For details about logging on with administrator authentication, see p.75 “Logging on Using Administrator Authentication”.

For details about logging off with administrator authentication, see p.76 “Logging off Using Administrator Authentication”.

Press the {{{{User Tools/Counter}}}} key.

AAAA

Press [System Settings].

BBBB

Press [Administrator Tools].

CCCC

Press [Address Book Management].

DDDD

If it does not appear, press [TTTTNext].

Preventing Information Leaks

Select the user or group.

EEEE

Press [Protection].

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Under "Protect Destination", press [Program / Change] for "Permissions for

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Users/Groups".

Press [

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New Program

Select the users or groups to register.

You can select more than one users.

By pressing [All Users], you can select all the users.

Press [

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Select the user who you want to assign an access permission to, and then

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select the permission.

Select the permission, from [Read-only], [Edit], [Edit / Delete], or [Full Control].

Press [Exit].

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Exit

Protecting the Address Book

Press [OK].

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Press [Exit].

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Press the {{{{User Tools/Counter}}}} key.

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Encrypting the Data in the Address Book

This can be specified by the user administrator.

Encrypt the data in the address book.

Preparation

For details about logging on with administrator authentication, see p.75 “Logging on Using Administrator Authentication”.

For details about logging off with administrator authentication, see p.76 “Logging off Using Administrator Authentication”.

Note

❒ To encrypt the data in the address book, the machine must have the printer

and scanner functions.

❒ Encrypting the data in the address book may take a long time.

❒ The time it takes to encrypt the data in the address book depends on the

number of registered users.

❒ The machine cannot be used during encryption.

❒ If you press [Stop] during encryption, the data is not encrypted.

❒ If you press [Stop] during decryption, the data stays encrypted.

Press the {{{{User Tools/Counter}}}} key.

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Press [

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System Settings

Press [Administrator Tools].

Press [Extended Security].

Preventing Information Leaks

Press [On] for “Encrypt Address Book”.

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Press [Change] for [Encryption Key].

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Enter the encryption key, and then press [OK].

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Enter the encryption key using up to 32 alphanumeric characters.

Press [Encrypt / Decrypt].

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Press [Yes].

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Press [Exit].

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Press [OK].

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Press the {{{{User Tools/Counter}}}} key.

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+ 114 hidden pages