Ricoh AFICIO 3035, AFICIO 3045 User Manual

Getting Started

Operating Instructions

Security Reference

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 machine and keep it handy for future reference. For safe and correct use, be sure to read the

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

Introduction

This manual contains detailed instructions and notes on the operation and use of this machine. For your safety and benefit, read this manual carefully before using the machine. Keep this manual in a handy place for quick reference.

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, are registered trademarks of Apple Computer, Inc.

Rendezvous is a trademark of Apple Computer Inc.

PostScript

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

PCL is a registered trademark of Hewlett-Packard Company.

NetWare is a registered trademarks of Novell, Inc.

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 Microsoft

Windows® 2000 Advanced Server

Windows® 2000 Server

Windows® 2000 Professional

• The product names of Windows Microsoft Microsoft

Windows® XP Professional

Windows® XP Home Edition

95 is Microsoft® Windows 95.

98 is Microsoft® Windows 98.

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

2000 are as follows:

XP are as follows:

• The product names of Windows Server™ 2003 are as follows:

Microsoft Microsoft Microsoft

• The product names of Windows NT Microsoft Microsoft

Windows ServerTM 2003 Standard Edition

Windows ServerTM 2003 Enterprise Edition

Windows ServerTM 2003 Web Edition

Windows NT® Server 4.0

Windows NT® Workstation 4.0

4.0 are as follows:

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 / Adobe Reader is necessary to view the manuals as

a PDF file.

❒ Two CD-ROMs are provided:

• CD-ROM 1 “Operating Instructions”

• 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 fax numbers, 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.

❖ Facsimile Reference <Basic Features>

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

❖ Facsimile Reference <Advanced Features>

Describes advanced facsimile functions such as line settings and procedures for registering IDs.

❖ 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 Desk- TopBinder 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

Setting Up the Machine.............................................................................................. 5

Security Measures Provided by this Machine..................................................... 6

Preventing Information Leaks ....................................................................................6

Preventing Unauthorized Operation........................................................................... 7

Enhanced Network Security.......................................................................................8

2. Preventing Information Leaks

Guarding Against Unauthorized Copying ...........................................................9

Unauthorized Copy Prevention ................................................................................10

Data Security for Copying ........................................................................................ 11

Printing Limitations................................................................................................... 12

Notice .......................................................................................................................13

Printing with Unauthorized Copy Prevention and Data Security for Copying...........13

Printing a Confidential Document ...................................................................... 16

Choosing a Locked Print file .................................................................................... 16

Printing a Locked Print File ...................................................................................... 17

Deleting Locked Print Files ......................................................................................18

Deleting Passwords of Locked Print Files................................................................18

Unlocking Locked Print Files.................................................................................... 19

Specifying Access Permission for Stored Files ...............................................20

Assigning Users and Access Permission for Stored Files ....................................... 21

Assigning the User and the Access Permission for the User’s Stored Files............22

Specifying Passwords for the Stored Files............................................................... 25

Unlocking Files .........................................................................................................26

Preventing Data Leaks Due to Unauthorized Transmission............................27

Restrictions on Destinations.....................................................................................27

Protecting the Address Book ............................................................................. 29

Address Book Access Permission ...........................................................................29

Encrypting the Data in the Address Book ................................................................ 31

Log Information and Deleting Data on the Hard Disk....................................... 33

Specifying Delete All Logs .......................................................................................34

Transfer Log Setting.................................................................................................34

Overwriting the Data on the Hard Disk.....................................................................35

“Auto Erase Memory Setting”...................................................................................36

“Erase All Memory” .................................................................................................. 39

3. Preventing Unauthorized Use of Functions and Settings

Preventing Modification of Machine Settings ................................................... 41

Limiting Available Functions .............................................................................. 42

Specifying Which Functions are Available ...............................................................42

iii

4. Enhanced Network Security

Preventing Unauthorized Access.......................................................................45

Enabling/Disabling Protocols ................................................................................... 45

Access Control ......................................................................................................... 46

Specifying Network Security Level...........................................................................47

Encrypting Transmitted Passwords................................................................... 50

Driver Encryption Key ..............................................................................................50

Group Password for PDF files..................................................................................52

IPP Authentication Password...................................................................................53

Protection Using Encryption .............................................................................. 54

SSL (Secure Sockets Layer) Encryption.................................................................. 55

User Settings for SSL (Secure Sockets Layer) ........................................................ 58

Setting the SSL / TLS Encryption Mode...................................................................59

SNMPv3 Encryption ................................................................................................. 61

5. Management Based on Authentication and Access Control

The Management Function ................................................................................. 63

About User Authentication .......................................................................................64

About Administrator Authentication .......................................................................... 65

Administrators and Users ................................................................................... 66

Administrator ............................................................................................................66

User..........................................................................................................................67

Enabling Authentication...................................................................................... 68

Administrator Authentication ....................................................................................68

User Authentication.................................................................................................. 69

Authentication Information Stored in the Address Book.................................88

Specifying Login User Name and Login Password ..................................................88

Specifying Authentication Information to Log on......................................................89

If User Authentication Has Been Specified ....................................................... 91

User Code Authentication (Using the Control Panel)...............................................91

User Code Authentication (Using a Printer Driver) ..................................................91

Log Off (Using the Control Panel)............................................................................92

Log Off (Using Web Image Monitor) ........................................................................93

Auto Logout..............................................................................................................93

Menu Protect ........................................................................................................95

Menu Protect............................................................................................................95

6. Specifying the Administrator/Security Functions

The Roles of Administrators............................................................................... 99

Administrator Authentication ........................................................................... 101

Administrator Authentication ..................................................................................102

Registering the Administrator.................................................................................104

Logging on Using Administrator Authentication .....................................................106

Logging off Using Administrator Authentication .....................................................107

Changing the Administrator....................................................................................107

Specifying the Extended Security Functions.................................................. 109

Changing the Extended Security Functions...........................................................109

Settings ..................................................................................................................110

Other Security Functions ..................................................................................114

Fax Function .......................................................................................................... 114

Limiting Machine Operation to Customers Only ............................................ 115

Settings ..................................................................................................................115

7. Troubleshooting

Authentication Does Not Work Properly ......................................................... 117

A Message Appears...............................................................................................117

Machine Cannot Be Operated................................................................................119

8. Appendix

Operations by the Supervisor........................................................................... 121

Logging on as the Supervisor ................................................................................122

Logging off as the Supervisor ................................................................................122

Changing the Supervisor........................................................................................123

Resetting an Administrator’s Password ................................................................. 124

Machine Administrator Settings ....................................................................... 125

System Settings ..................................................................................................... 125

Copier / Document Server Features ...................................................................... 127

Facsimile Features................................................................................................. 127

Printer Features .....................................................................................................128

Scanner Features...................................................................................................129

Settings via Web Image Monitor ............................................................................ 130

Settings via SmartDeviceMonitor for Admin...........................................................132

Network Administrator Settings ....................................................................... 133

System Settings ..................................................................................................... 133

Facsimile Features................................................................................................. 134

Scanner Features...................................................................................................134

Settings via Web Image Monitor ............................................................................ 134

Settings via SmartDeviceMonitor for Admin...........................................................136

File Administrator Settings ............................................................................... 137

System Settings ..................................................................................................... 137

Facsimile Features................................................................................................. 137

Settings via Web Image Monitor ............................................................................ 137

User Administrator Settings ............................................................................. 139

System Settings ..................................................................................................... 139

Settings via Web Image Monitor ............................................................................ 140

Settings via SmartDeviceMonitor for Admin...........................................................140

Document Server File Permissions..................................................................141

The Privilege for User Account Settings in the Address Book .....................142

User Settings......................................................................................................145

Copier / Document Server Features ...................................................................... 145

Printer Functions ....................................................................................................148

Scanner Features...................................................................................................150

Facsimile Features................................................................................................. 151

System Settings ..................................................................................................... 153

Web Image Monitor Setting.................................................................................... 159

Functions That Require Options ......................................................................173

INDEX....................................................................................................... 174

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.99 “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.

Enhanced Security

Setting Up the Machine

If you want higher security, make the following setting before using the machine:

A Turn the machine on. B Press the {User Tools/Counter} key. C Press {System Settings}. D Press {Interface Settings}. E Specify IP Address. F Connect the machine to the network. G Start the Web Image Monitor, and then log on to the machine as the admin-

istrator.

H Install the server certificate. I Enable secure sockets layer (SSL). J Enter the administrator’s user name and password. K During steps

password: blank) in unencrypted form will be vulnerable to network interception, and this account may be used for breaking into the machine over the network.

If you consider this risky, we recommend that you specify a temporary administrator password between steps

to I, the administrator’s default account (user name: admin,

and F.

Getting Started

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.16 “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.20 “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.20 “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 or fax 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.27 “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.

Reference

For details, see p.29 “Protecting the Address Book”.

Security Measures Provided by this Machine

❖ Managing Log Files

You can improve data security by deleting log files stored in the machine. By transferring the log files, you can check the history data and identify unauthorized access.

Reference

For details, see p.33 “Log Information and Deleting Data on the Hard Disk”.

❖ Overwriting the Data on the Hard Disk

Before disposing of the machine, make sure all data on the hard disk is deleted. Prevent data leakage by automatically deleting transmitted printer jobs from memory.

Reference

For details, see p.35 “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.20 “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.41 “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.42 “Limiting Available Functions”.

Getting Started

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.45 “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.

Reference

For details, see p.50 “Encrypting Transmitted Passwords”.

❖ Safer Communication Using SSL

When you access the machine using a Web Image Monitor 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.

Reference

For details, see p.54 “Protection Using Encryption”.

2. Preventing Information Leaks

Guarding Against Unauthorized Copying

Using the printer driver, you can embed a pattern in the printed copy to discourage or prevent unauthorized copying.

If you enable data security for copying on the machine, printed copies of a document with data security for copying are grayed out to prevent unauthorized copying.

Make the setting as follows:

❖ Unauthorized Copy Prevention

A Using the printer driver, specify the printer settings for unauthorized copy

prevention. See p.13 “Specifying Printer Settings for Unauthorized Copy Prevention (Printer Driver Setting)”.

❖ Data Security for Copying

A Using the printer driver, specify the printer settings for data security for

copying. See p.14 “Specifying Printer Settings for Data security for copying (Printer Driver Setting)”.

B Specifying data security for copying on the machine. Printed copies of a

document with data security for copying are grayed out. See p.15 “Specifying Data Security for Copying (Machine Setting)”.

Preventing Information Leaks

Unauthorized Copy Prevention

Using the printer driver, you can embed mask and pattern (for instance, a warning such as "No Copying") in the printed document.

If the document is copied, scanned, or stored in a Document Server by a copier or multifunction printer, the embedded pattern appears clearly on the copy, discouraging unauthorized copying.

AKB001S

1. Printed Documents

Using the printer driver, you can embed background images and pattern in a printed document for Unauthorized Copy Prevention.

Important

❒ Unauthorized copy prevention discourages unauthorized copying, and will

not necessarily stop information leaks.

❒ The embedded pattern is not assured to be copied, scanned, or stored prop-

erly in the Document Server.

Limitation

❒ Depending on the machine and scanner settings, the embedded pattern may

not be copied ,scanned, or stored in the Document Server.

Note

❒ To make the embedded pattern clear, set the character size to at least 50 pt

(preferably 70 to 80 pt) and character angle to between 30 and 40 degrees.

2. The document is copied, scanned,

or stored in the Document Server.

3. Printed Copies

Embedded pattern (for instance, a warning such as “No Copying”) in a printed document appears conspicuously in printed copies.

Reference

To use the printer function under the User Authentication, you must enter the login user name and password for the printer driver.

For details see the printer driver Help.

Guarding Against Unauthorized Copying

Data Security for Copying

Using the printer driver to enable data security for the copying function, you can print a document with an embedded pattern of hidden text. Such a document is called a data security for copying document.

If a data security for copying document is copied or stored in the Document Server using a copier or multi-function printer with the Copy Data Security Unit, protected pages are grayed out in the copy, preventing confidential information being copied. Also if a document with embedded pattern is detected, the machine beeps.

AKB002S

1. Documents with data security for

copying

2. The document is copied or stored

in the Document Server.

Limitation

❒ To gray out copies of data security for copying documents when they are cop-

ied or stored in the Document Server, the optional Copy Data Security Unit must be installed in the machine.

❒ If the Copy Data Security Unit is installed in the machine, you cannot use the

scanner and fax functions.

❒ If the Copy Data Security Unit is installed, you cannot specify a scaling factor

less than 50% using the Control Panel under the Copier and Document Server functions.

❒

If a document with embedded pattern for data security for copying is copied, or stored in the Document Server by a copier or multi-function printer without Copy Data Security Unit, the embedded pattern appears conspicuously in the copy. However, how conspicuously the text appears depends on the model of the copier or multi-function printer being used and its scanning setting.

3. Printed Copies

Text and images in the document are grayed out in printed copies.

Preventing Information Leaks

Note

❒ You can also embed pattern in a document protected by data security for cop-

ying. However, if such a document is copied or stored in the Document Server using a copier or multi-function printer with the Copy Data Security Unit, the copy is grayed out, so the embedded pattern does not appear on the copy.

❒ If misdetection occurs, contact your service representative.

❒ If a document with embedded pattern for data security for copying is copied,

scanned, or stored in the Document Server using a copier or multi-function printer without the Copy Data Security Unit, the embedded pattern appears clearly on the copy.

❒ If a data security for copying document is detected, the machine beeps.

❒ If the scanned data security for copying document is registered as a user

stamp, the machine does not beep, the file registered as a user stamp is grayed out, and no entry is added to the unauthorized copying log.

Printing Limitations

The following is a list of limitations on printing with unauthorized copy prevention and data security for copying.

❖ Unauthorized copy prevention / Data security for copying

Limitation

❒ You can print using the only RPCS printer driver.

❒ You cannot print at 200 dpi resolution.

❒ You cannot partially embed pattern in the printed document.

❒ You can only embed pattern that is entered in the [Text] box of the printer

driver.

❒ Printing with embedding takes longer than normal printing.

❖ Data security for copying Only

Limitation

❒ Select 182 u 257 mm / 7.2 u 10.1 inches or larger as the paper size.

❒ Select Plain or Recycled with a brightness of 70% or more as the paper type.

❒ If you select Duplex, the data security for copying function may not work

properly due to printing on the back of sheets.

Guarding Against Unauthorized Copying

Notice

1.The supplier does not guarantee that unauthorized copy prevention and data security for copying will always work. Depending on the paper, the model of copier or multi-function printer, and the copier or printer settings, unauthorized copy prevention and data security for copying may not work properly.

2.The supplier is not liable for any damage caused by using or not being able to use unauthorized copy prevention and data security for copying.

Printing with Unauthorized Copy Prevention and Data Security for Copying

Specifying Printer Settings for Unauthorized Copy Prevention (Printer Driver Setting)

Using the printer driver, specify the printer settings for unauthorized copy prevention.

Reference

To use the printer function under the User Authentication, you must enter the login user name and password for the printer driver.

For details see the printer driver Help.

For details about specifying data security for copying using the printer driver, see the printer driver Help.

A Open the printer driver dialog box. B On the [Edit] tab, select the [Unauthorized copy...] check box. C Click [Control Settings...]. D In the [Text] box in the [Unauthorized copy prevention: Pattern] group, enter the

text to be embedded in the printed document.

Also, specify [Font], [Font style:], and [Size].

E Click [OK].

Reference

For details, see the printer driver Help.

Preventing Information Leaks

Specifying Printer Settings for Data security for copying (Printer Driver Setting)

If a document printed using this function is copied or stored in the Document Server by a copier or multi-function printer, the copy is grayed out.

Using the printer driver, specify the printer settings for data security for copying.

For details about data security for copying, see p.11 “Data Security for Copying”.

Reference

To use the printer function under the User Authentication, you must enter the login user name and password for the printer driver.

For details see the printer driver Help.

For details about specifying data security for copying using the printer driver, see the printer driver Help.

A Open the printer driver dialog box. B On the [Edit] tab, select the [Unauthorized copy...] check box. C Click [Control Settings...]. D In the [Unauthorized copy prevention: Pattern] group, check the [Data security for

copying].

E Click [OK].

Reference

For details, see the printer driver Help.

Guarding Against Unauthorized Copying

Specifying Data Security for Copying (Machine Setting)

This can be specified by the machine administrator.

To use this function, the Copy Data Security Unit must be installed.

If a document printed is copied or stored in the Document Server, the copy is grayed out.

For details about data security for copying, see p.11 “Data Security for Copying”.

Preparation

For details about logging on and logging off with administrator authentication, see p.106 “Logging on Using Administrator Authentication”, p.107 “Logging off Using Administrator Authentication”.

A Press the {User Tools/Counter}key. B Press [System Settings].

C Press [Administrator Tools].

D Press [Data security for copying].

If the setting you want to specify does not appear, press [TNext] to scroll

down to other settings.

E Press[On].

If you do not want to specify [Data security for copying], select [Off].

F Press[OK]. G Press [Exit]. H Press the {User Tools/Counter} key.

Preventing Information Leaks

Printing a Confidential Document

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.

Note

❒ To store files temporarily, select [Stored Print] under the printer function. If

you select [Share stored print files], also, you can share these files.

Choosing a Locked Print file

Using the printer driver, specify a Locked Print file.

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.

A Open the printer driver dialog box. B Set [Job type:] to [Locked Print]. C Click [Details...]. D Enter the user ID and password.

Note

❒ The password entered here let you use the Locked Print function.

❒ To print a Locked Print file, enter the same password on the control panel.

Limitation

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

❒ Enter the password using 4 to 8 numbers.

E Click [OK].

A confirmation message appears.

F Confirm the password by re-entering it. G Click [OK].

H Perform Locked Print.

Reference

For details, see the printer driver Help.

Printing a Locked Print File

Printing a Confidential Document

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

To print Locked Print files, the password is required. If you do not enter the correct password, you cannot print the files.

This can also be specified via Web Image Monitor.

For details see the Web Image Monitor Help.

Preparation

For details about logging on and logging off with user authentication, see p.92 “Login (Using the Control Panel)”, p.92 “Log Off (Using the Control Panel)”.

A Press the {Printer} key. B Press [Print Jobs].

C Press [Locked Print Job List].

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

D Select the Locked Print file to print. E Press [Print]. F Enter the password for the stored file, and then press [OK].

Note

❒ Enter the password specified in step D on p.16 “Choosing a Locked Print

file”.

G Press [Yes].

Preventing Information Leaks

Deleting Locked Print Files

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

To delete Locked Print files, you must enter the password for the files. If the password has been forgotten, ask the file administrator to delete the password.

This can also be specified via Web Image Monitor.

For details see the Web Image Monitor Help.

Note

❒ Locked Print files can also be deleted by the file administrator.

A Press the {Printer} key. B Press [Print Jobs]. C Press [Locked Print Job List]. D Select the file. E Press [Delete].

F Enter the password of the Locked Print file, and then press [OK].

G Press [Yes].

Deleting Passwords of Locked Print Files

If the file creator (owner) forgets the password for deleting Locked Print files, the file administrator must delete the password.

If the password is deleted, the files can be deleted but not printed.

This can also be specified via Web Image Monitor.

For details see the Web Image Monitor Help.

Note

❒ If you delete a password, and then turn the machine off and then back on, the

deleted password is restored.

A Press the {Printer}key. B Press [Print Jobs]. C Press [Locked Print Job List].

Printing a Confidential Document

D Select the file. E Press [Delete Password].

F Press [Yes].

Unlocking Locked Print 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.

For details about “Enhance File Protection”, see p.109 “Specifying the Extended Security Functions”.

A Press the {Printer} key. B Press [Print Jobs]. C Press [Locked Print Job List]. D Select the file. E Press [Unlock File].

F Press [Yes].

Preventing Information Leaks

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,

scanner function, or fax 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 “Read-on-

ly”.You can also specify the access permission.

❖ 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.

Specifying Access Permission for Stored 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

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).

A Press the {Document Server} key. B Select the file.

C Press [File Management].

D Press [Change Acs. Priv.]. E Press [Program/Change/Delete]. F Press [New Program].

Preventing Information Leaks

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

You can select more than one users.

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

H Press [Exit]. I Select the user who you want to assign an access permission to, and then

select the permission.

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

J Press [Exit]. K Press [OK]. L Press [OK].

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

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

Important

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

reset the access permission for the files in question.

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