Savin 4800WD Operating Manual

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 Utilities”

❖❖❖❖ 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 scanner (Type 480
) in a network environment.
For details about network settings of the scanner (RW480) and printer
(RW480), see the manual that comes with the related option.

❖❖❖❖ Copy Reference

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

❖❖❖❖ Scanner Reference (Scanner Unite Type 480) (PDF file - CD-ROM1)

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

i

❖❖❖❖ Manuals for DeskTopBinder Lite

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

• 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

• Manuals for Printer (RW480) function

• Manuals for Scanner (RW480) function

ii

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

Specifying Access Permission for Stored Files ................................................. 9

Assigning Users and Access Permission for Stored Files .......................................10

Assigning the User and the Access Permission for the User’s Stored Files............11

Specifying Passwords for the Stored Files...............................................................14

Unlocking Files.........................................................................................................15

Preventing Data Leaks Due to Unauthorized Transmission ............................ 16

Restrictions on Destinations.....................................................................................16

Protecting the Address Book ............................................................................. 18

Address Book Access Permission ...........................................................................18

Encrypting the Data in the Address Book ................................................................20

Overwriting the Data on the Hard Disk ..............................................................22

“Auto Erase Memory Setting”...................................................................................22

“Erase All Memory” ..................................................................................................25

3. Preventing Unauthorized Use of Functions and Settings

Preventing Modification of Machine Settings ...................................................27

Limiting Available Functions..............................................................................28

Specifying Which Functions are Available ...............................................................28

4. Enhanced Network Security

Preventing Unauthorized Access.......................................................................31

Enabling/Disabling Protocols ...................................................................................31

Access Control.........................................................................................................32

Encrypting Transmitted Passwords...................................................................34

Driver Encryption Key ..............................................................................................34

IPP Authentication Password...................................................................................36

Protection Using Encryption ..............................................................................37

SSL (Secure Sockets Layer) Encryption..................................................................38

User Settings for SSL (Secure Sockets Layer) ........................................................42

Setting the SSL / TLS Encryption Mode...................................................................42

SNMPv3 Encryption .................................................................................................44

iii

5. Management Based on Authentication and Access Control

The Management Function .................................................................................47

Administrators and Users...................................................................................48

Administrator............................................................................................................48

User..........................................................................................................................49

Enabling Authentication......................................................................................50

Administrator Authentication ....................................................................................50

User Authentication..................................................................................................51

Authentication Information Stored in the Address Book................................. 59

Specifying Authentication Information to Log on......................................................59

If User Authentication Has Been Specified .......................................................61

User Code Authentication (Using the Control Panel)...............................................61

Login (Using the Control Panel)...............................................................................61

Log Off (Using the Control Panel)............................................................................62

Login (Using Web Image Monitor) ...........................................................................62

Log Off (Using Web Image Monitor) ........................................................................62

Auto Logout..............................................................................................................63

Menu Protect ........................................................................................................64

Menu Protect............................................................................................................64

6. Specifying the Administrator/Security Functions

The Roles of Administrators...............................................................................67

Administrator Authentication .............................................................................69

Administrator Authentication ....................................................................................70

Registering the Administrator...................................................................................72

Logging on Using Administrator Authentication ....................................................... 73

Logging off Using Administrator Authentication .......................................................74

Changing the Administrator......................................................................................75

Specifying the Extended Security Functions....................................................76

Changing the Extended Security Functions .............................................................76

Settings ....................................................................................................................77

Limiting Machine Operation to Customers Only ..............................................80

Settings ....................................................................................................................80

7. Troubleshooting

Authentication Does Not Work Properly ...........................................................83

A Message Appears.................................................................................................83

Machine Cannot Be Operated..................................................................................85

iv

8. Appendix

Operations by the Supervisor.............................................................................87

Logging on as the Supervisor ..................................................................................87

Logging off as the Supervisor ..................................................................................88

Changing the Supervisor..........................................................................................88

Resetting an Administrator’s Password ...................................................................89

Machine Administrator Settings.........................................................................91

System Settings .......................................................................................................91

Copier/Document Server Features ..........................................................................93

Scanner Features.....................................................................................................93

Settings via Web Image Monitor ..............................................................................94

Settings via SmartDeviceMonitor for Admin.............................................................95

Network Administrator Settings.........................................................................96

System Settings .......................................................................................................96

Scanner Features.....................................................................................................97

Settings via Web Image Monitor ..............................................................................97

Settings via SmartDeviceMonitor for Admin.............................................................99

File Administrator Settings...............................................................................100

System Settings .....................................................................................................100

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

User Administrator Settings .............................................................................101

System Settings .....................................................................................................101

Settings via Web Image Monitor ............................................................................101

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

The Available Functions for Using the Files Stored in Document Server.... 103

Settings That Can Be Specified In the Address Book............................................104

User Settings......................................................................................................107

Copier/Document Server Features ........................................................................107

Scanner Features...................................................................................................109

System Settings .....................................................................................................110

Web Image Monitor Setting....................................................................................114

Functions That Require Options ......................................................................120

INDEX....................................................................................................... 121

v

vi

How to Read This Manual

R

R

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

2

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.67 “The Roles of Administrators”.

❖❖❖❖ Encryption Technology

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

3

Getting Started

Glossary

❖❖❖❖ Administrator

1

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.

❖❖❖❖ User

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

❖❖❖❖ 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.

4

Security Measures Provided by this Machine

Security Measures Provided by this
Machine

Preventing Information Leaks

❖❖❖❖ 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.9 “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.9 “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.

1

Reference

For details, see p.16 “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 scan-

ner function.

Reference

For details, see p.18 “Protecting the Address Book”.

5

Getting Started

❖❖❖❖ Overwriting the Data on the Hard Disk

You can overwrite data on the hard disk.

Reference

For details, see p.22 “Overwriting the Data on the Hard Disk”.

1

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.9 “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.27 “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.28 “Limiting Available Functions”.

6

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.31 “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 scanner

function.

Reference

For details, see p.34 “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.

1

Note

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

the scanner function.

Reference

For details, see p.37 “Protection Using Encryption”.

7

Getting Started

1

8

2.

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 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-

Edit You can change the print settings for stored

Edit / Delete You can delete stored files.

Full Control You can specify the user and access permis-

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

files. This includes permission to view files.

This includes permission to view and edit
files.

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 “Read-only”.

❖❖❖❖ 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.

9

Preventing Information Leaks

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.

2

Preparation

For details about logging on with administrator authentication, see p.73
“Logging on Using Administrator Authentication”.

For details about logging off with administrator authentication, see p.74
“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

10

Press [File Management].

CCCC

Press [Change Acs. Priv.].

DDDD

Press [Program/Change/Delete].

EEEE

Press [New Program].

FFFF

Specifying Access Permission for Stored Files

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.

2

Press [

HHHH

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

Exit

].

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

For details about logging on with administrator authentication, see p.73
“Logging on Using Administrator Authentication”.

For details about logging off with administrator authentication, see p.74
“Logging off Using Administrator Authentication”.

Important

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

reset the access permission for the files in question.

11

Preventing Information Leaks

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

AAAA

Press [System Settings].

BBBB

2

Press [

CCCC

DDDD

EEEE

FFFF

GGGG

Administrator Tools

Press [Address Book Management].
If it does not appear, press [TTTTNext].

Select the user or group.

Press [Protection].

Under "Protect File(s)", press [Program/Change/Delete] for "Permissions for
Users/Groups".

If it does not appear, press [TTTTNext].

].

12

HHHH

Press [

New Program

].

Select the users or groups to register.

IIII

You can select more than one users.

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

Specifying Access Permission for Stored Files

2

Press [

JJJJ

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 [

NNNN

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

OOOO

Exit

Exit

].

].

13

Preventing Information Leaks

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.

2

Preparation

For details about logging on with administrator authentication, see p.73
“Logging on Using Administrator Authentication”.

For details about logging off with administrator authentication, see p.74
“Logging off Using Administrator Authentication”.

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

AAAA

Select the file.

BBBB

Press [File Management].

CCCC

Press [Change Password].

DDDD

Enter the password using the number keys.

EEEE

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

Press [Change] at the bottom of the screen.

FFFF

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

GGGG

Press [#].

HHHH

14

Press [OK].

IIII

Press [OK].

JJJJ

Specifying Access Permission for Stored Files

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.

For details about “Enhance File Protection”, see p.76 “Specifying the Extended
Security Functions”.

Preparation

For details about logging on with administrator authentication, see p.73
“Logging on Using Administrator Authentication”.

For details about logging off with administrator authentication, see p.74
“Logging off Using Administrator Authentication”.

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

AAAA

Select the file.

BBBB

2

Press [File Management].

CCCC

Press [Unlock Files].

DDDD

Press [Yes].

EEEE

Press [OK].

FFFF

15

Preventing Information Leaks

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.

2

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

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.73
“Logging on Using Administrator Authentication”.

For details about logging off with administrator authentication, see p.74
“Logging off Using Administrator Authentication”.

16

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

AAAA

Press [System Settings].

BBBB

Press [Administrator Tools].

CCCC

Press [Extended Security].

DDDD

Preventing Data Leaks Due to Unauthorized Transmission

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.

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

changes to the address book.

Press [OK].

FFFF

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

GGGG

Reference

This can also be specified using Web Image Monitor. For details, see the
Web Image Monitor Help.

2

17

Preventing Information Leaks

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

2

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.73
“Logging on Using Administrator Authentication”.

For details about logging off with administrator authentication, see p.74
“Logging off Using Administrator Authentication”.

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

AAAA

18

Press [System Settings].

BBBB

Press [Administrator Tools].

CCCC

Press [Address Book Management].

DDDD

If it does not appear, press [TTTTNext].

Select the user or group.

EEEE

Protecting the Address Book

Press [Protection].

FFFF

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

GGGG

for Users/Groups".

Press [

HHHH

IIII

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.

].

2

Press [

JJJJ

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

KKKK

select the permission.

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

Press [Exit].

LLLL

Exit

].

19

Preventing Information Leaks

Press [OK].

MMMM

Press [Exit].

NNNN

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

OOOO

Encrypting the Data in the Address Book

2

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.73
“Logging on Using Administrator Authentication”.

For details about logging off with administrator authentication, see p.74
“Logging off Using Administrator Authentication”.

Note

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

function.

❒ Encrypting the data in the address book may take a long time. (Up to three

minutes)

❒ 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.

❒ Normally, once encryption is complete, [Exit] appears. If three minutes have

passed and [Exit] has still not appeared, contact your service representative.

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

❒ Do not switch the main power off during encryption, as doing so may corrupt

the data.

20

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

AAAA

Press [System Settings].

BBBB

Press [Administrator Tools].

CCCC

Protecting the Address Book

Press [Extended Security].

DDDD

Press [On] for “Encrypt Address Book”.

EEEE

Press [Change] for [Encryption Key].

FFFF

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

GGGG

Enter the encryption key using up to 32 alphanumeric characters.

Press [

HHHH
IIII
JJJJ
KKKK
LLLL

Encrypt / Decrypt

Press [Yes].

Press [Exit].

Press [OK].
Press the {{{{User Tools/Counter}}}} key.

].

2

21

Preventing Information Leaks

Overwriting the Data on the Hard Disk

To use this function, the optional DataOverwriteSecurity unit must be installed.

You can overwrite data on the hard disk.

Note

2

❒ Depending on the hard disk capacity and the method of erasing the data, this

action may take a few hours. The machine cannot be used during this time.

❖❖❖❖ Auto Erase Memory Setting

To erase selected data on the hard disk, specify [Auto Erase Memory Setting].

❖❖❖❖ Erase All Memory

To erase all the data on the hard disk, using [Erase All Memory].

❖❖❖❖ Methods of Erasing the Data

You can select the method of erasing the data from the following:
The default is “NSA”.

*1

NSA

*2

DoD

Random Numbers Overwrites the data with random numbers

*1

National Security Agency

*2

Department of Defense

Overwrites the data on the hard disk twice
with random numbers and once with zeros.

Overwrites the data with a number, its com­plement, and random numbers, and then
checks the result.

the specified number of times.

You can specify between 1 and 9 as the
number of times the data is overwritten with
random numbers. The default is 3 times.

Reference

For details, see the manual supplied with the DataOverwriteSecurity unit.

“Auto Erase Memory Setting”

This can be specified by the machine administrator.

A document scanned in Copier or Scanner mode is temporarily stored on the
machine's hard disk.

Even after the job is completed, it remains in the hard disk as temporary data.
Auto Erase Memory erases the temporary data on the hard disk by writing over
it.

Overwriting starts automatically once the job is completed.

The Copier functions take priority over the Auto Erase Memory function. If a
copy job is in progress, overwriting will only be done after the job is completed.

22

Overwriting the Data on the Hard Disk

Preparation

For details about logging on with administrator authentication, see p.73
“Logging on Using Administrator Authentication”.

For details about logging off with administrator authentication, see p.74
“Logging off Using Administrator Authentication”.

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

AAAA

Press [System Settings].

BBBB

Press [Administrator Tools].

CCCC

Press [Auto Erase Memory Setting].

DDDD

If it does not appear, press [TTTTNext].

2

Press [On], and then select the method of erasing the data.

EEEE

Select the method of erasing the data from [NSA], [DoD], or [Random Numbers].

When you select “Random Numbers”

A Press [Change].
B Enter the number of times that you want to overwrite using the number

keys, and then press [#].

Press [OK].

FFFF

Auto Erase Memory is set.

Important

❒ When Auto Erase Memory is set to "On", temporary data that remained on

the hard disk when Auto Erase Memory was "Off" might not be overwrit­ten.

23

Preventing Information Leaks

Note

❒ Should the main power switch of the machine be turned off before over-

writing is completed, the temporary data will remain on the hard disk un­til the main power switch is next turned on and overwriting is resumed.

❒ If the overwriting method is changed while overwriting is in progress, the

remainder of the temporary data will be overwritten using the method set
originally.

2

Canceling Auto Erase Memory

Follow steps

AAAA

Press [Off].

BBBB

Press [OK].

CCCC

to

in “Auto Erase Memory Setting”.

AAAA

DDDD

Auto Erase Memory is disabled.

Note

❒ To set Auto Erase Memory to "On" again, repeat the procedure in “Auto Erase

Memory Setting”.

Types of Data that Can or Cannot Be Overwritten

The following table shows the types of data that can or cannot be overwritten by
Auto Erase Memory.

Data overwritten by Auto
Erase Memory

Data not overwritten by Aut o
Erase Memory

*1

Data scanned with network TWAIN scanner will not be overwritten by Auto Erase
Memory.

*2

A stored document can only be overwritten after it has been printed or deleted from
the Document Server.

*3

Data stored in the Address Book can be encrypted for security. For details, see p.20
“Encrypting the Data in the Address Book”.

Copier • Copy jobs

Scanner

Documents stored by the user in the Document Server using
the Copier or Scanner functions

Information registered in the Address Book

Counters stored under each user code

*1

•

Scanned files sent by e-mail

• Files sent by Scan to Folder

• Documents sent using

DeskTopBinder, the Scan­Router delivery software
or a Web browser

*2

*3

24