SHARP MX-FR16U User Manual

MX-FR16U.book 1 ページ ２００９年５月１１日　月曜日　午前９時４７分

MX-FR16U

DATA SECURITY KIT

KIT DE SEGURIDAD DE
DATOS

KIT DE SECURITE DES
DONNEES

DATEN-SICHERHEITSPAKET

KIT DI PROTEZIONE DEI DATI

GEGEVENSBEVEILIGINGSKIT

DATASÄKERHETSPROGRAM

DATASIKKERHETSPROGRAM

TIETOTURVAMODUULI

ENGLISH

ESPAÑOL

FRANÇAIS

DEUTSCH

ITALIANO

NEDERLANDS

SVENSKA

NORSK

SUOMI

This manual contains very important
information. Please keep the manual in a safe
place where it will not be lost.

MX-FR16U

APPLICATION
NUMBER

MACHINE SERIAL
NUMBER

PRODUCT KEY

DATA SIKKERHEDSKIT

KIT DE SEGURANÇA DE
DADOS

DANSK

PORTUGUÊS

MX-FR16U.book 1 ページ ２００９年５月１１日　月曜日　午前９時４７分

For users in the USA

This device complies with Part 15 of the FCC Rules. Operation is subject to the following
two conditions: (1) This device may not cause harmful interference, and (2) this device
must accept any interference received, including interference that may cause undesired
operation.

WARNING:

FCC Regulations state that any unauthorized changes or modifications to this
equipment not expressly approved by the manufacturer could void the user's authority to
operate this equipment.

NOTE:

This equipment has been tested and found to comply with the limits for a Class A digital
device, pursuant to Part 15 of the FCC Rules. These limits are designed to provide
reasonable protection against harmful interference when the equipment is operated in a
commercial environment. This equipment generates, uses, and can radiate radio
frequency energy and, if not installed and used in accordance with the instruction
manual, may cause harmful interference to radio communications. Operation of this
equipment in a residential area is likely to cause harmful interference in which case the
user will be required to correct the interference at his own expense.

For users in Canada

This Class A digital apparatus complies with Canadian ICES-003.
Cet appareil numérique de la classe A est conforme à la norme NMB-003 du Canada.

MX-FR16U.book 1 ページ ２００９年５月１１日　月曜日　午前９時４７分

Warranty

While every effort has been made to make this document as accurate and helpful as
possible, SHARP Corporation makes no warranty of any kind with regard to its content. All
information included herein is subject to change without notice. SHARP is not responsible
for any loss or damages, direct or indirect, arising from or related to the use of this operation
manual.
© Copyright SHARP Corporation 2009. All rights reserved. Reproduction, adaptation or
translation without prior written permission is prohibited, except as allowed under copyright
laws.

Note:

"System Settings (Administrator)" in this manual refers to the system settings that require
logging in with administrator rights, and "System Settings (General)" refers to the system
settings that can be configured by general users (including the administrator).

Icons used in the manuals

The icons in this manual indicate the following types of information:

ENGLISH

This provides a supplemental explanation of a function or procedure.

This explains how to cancel or correct an operation.

The display screens, messages, and key names shown in the manual may differ from
those on the actual machine due to product improvements and modifications.

Contents

Introduction ...........................................................................................................................2

When the data security kit is installed...................................................................................4

● System settings of the data security kit...........................................................................4

● Document control function...............................................................................................4

● Document Filing ..............................................................................................................4

● Authority group registration screen..................................................................................5

● Protecting passwords ......................................................................................................5

● Security Settings in the Web pages................................................................................. 7

● Transferring copied data .................................................................................................. 8

System settings.....................................................................................................................9

● Using the System Settings (Administrator)......................................................................9

● System settings for security.............................................................................................9

● Data Clearance Settings................................................................................................11

● Enable/Disable Settings ................................................................................................17

● Jobs Completed List Display Setting .............................................................................18

● Job Status Display Setting.............................................................................................19

● Release Lock on File/Folder Operation .........................................................................19

● Product Key...................................................................................................................19

Document Control Setting ...................................................................................................20

● Document control ..........................................................................................................20

● Modes to which the document control function can be added.......................................21

● Enabling the document control function ........................................................................21

● Using the document control function .............................................................................24

1

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ENGLISH

Introduction

The MX-FR16U adds a security function to the SHARP Digital Multifunctional System.
When the copy function, printer function, network scanner function, or fax function of a SHARP
Digital Multifunctional System with the security function is used, the image data that is generated
for the job is encrypted, and when the job is finished, the encrypted data is immediately erased
from memory and the hard disk.

■ Note:

To ensure that the data security function of the machine provides maximum security,
observe the following:

● The administrator plays an important role in maintaining security. Exercise appropriate

care in selecting the person that will assume the job of administrator.

● Be sure to change the administrator password immediately each time a new person

takes over as administrator.

● Change the administrator

● Do not select a password that can be easily guessed for the administrator

● The system settings (administrator) are very important for security management. If

you leave the machine when using the system settings (administrator), be sure to
touch the [Logout] key to quit the system settings (administrator). The administrator of
the machine should inform users that they are not to access the system settings
(administrator) without permission.

● The customer bears responsibility for control of copies of documents made on the

machine and faxes received on the machine.

● Even when the data security kit is installed, note that fax data in the polling memory

box used by the fax function can be read.

password

on a regular basis (at least once every 60 days).

password

.

■ Backing up and clearing data stored with the document filing
function

When the data security kit is installed, data previously stored in the machine with the
document filing function is cleared. For this reason, any data that you need to keep is
copied to a computer before the data security kit is installed, and then returned to the
machine after installation and clearing of the previous data. (This work is normally
performed at the time of installation of the data security kit.)
Only confidential folders can be used to return data from a computer to the machine
after installation of the data security kit. Before returning data from a computer to the
machine, create confidential folders if needed. For the procedure for storing data on a
computer and returning data from a computer to the machine, see document filing help
in the Web pages of the machine.

2

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■ About passwords for the Web page

If an incorrect "users" or "admin" password is entered 3 times in a row when attempting
to access the Web pages of a machine that has the data security kit installed, access to
pages that require entry of the "users" or "admin" password will be prohibited for 5
minutes.

Some of the procedures for operating the machine change when the data
security kit is installed. The manuals for the machine ( "OPERATION
MANUALS AND HOW TO USE THEM" in the Quick Start Guide) explain the
procedures for operating the machine when data security kit is not installed. This
manual explains the changes to those procedures when the data security kit is
installed.

ENGLISH

☞

■ Export restrictions

The USB memory contains software to which export restrictions apply.
The license for the software is stated below. By using this software, you agree to
comply with the contents of this license.

● This software (and associated technical data) is subject to regulations based on

U.S. and Japanese laws related to export control, including the Foreign Exchange
and Foreign Trade Control Law and U.S. Export Administration Regulations. The
software and technical data may also be subject to export and import regulations of
other countries. The user agrees to strictly obey all applicable regulations and to
obtain related licenses prior to export, re-export, or import of the software. Export,
re-export, or downloading of this software to Cuba, Iran, North Korea, Sudan,
Syria, or other countries subject to export restriction by the U.S.A, or to the citizens
and residents of those countries, is prohibited. In addition, export or re-export of
this software to persons appearing in export prohibition lists published by the
governments of Japan, the U.S, and other countries is prohibited.

■ USB memory storage

This USB memory may be necessary for recovery in the event that the machine fails.
Store the USB memory in a safe location.

3

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When the data security kit is

1

When the data security kit is installed, the icon appears on the touch panel. Touch the
icon ( ) to view information on the data security kit version.
When the data security kit is installed, data remaining in the machine is automatically
erased after each job.
When data clearing begins, the following message appears for 6 seconds

* The duration of the message display can be changed with "Message Time Setting" in

the system settings (administrator).
(➞ System Settings (Administrator) > "Operation Settings" > "Other Settings" >
"Message Time Setting")

installed

*

.

Data is being cleared.

If the machine power is turned off while image data is being cleared from the
hard disk drive or before a job is finished, the data may not be completely
erased. If you do not wish to leave partially cleared data when the power is
turned off, it is recommended that you use the program "Clear All Memory"
(page 11 of this manual), to complete data clearing before turning off the power.

System settings of the data security kit

When the data security kit is installed, settings to enhance security can be added to the
system settings (administrator) of the machine. See "System settings" (page 9 of this
manual) for details.

Document control function

The document control function is used to embed a document control pattern on the paper
when print jobs, copies, and received faxes are printed.
The embedded document control pattern prevents secondary copying, faxing and other
operations of a printed document. For more information, see "Document Control Setting"
(page 20 of this manual).

Document Filing

To use the document filing function to store jobs in the machine when the data security kit is
installed, set the file property to "Confidential".
Files whose property is set to "Sharing" or "Protect" cannot be stored. In addition, to print
from a computer using the retention function, enter a password in the printer driver settings
(when the factory default setting is in effect).

4

MX-FR16U.book 5 ページ ２００９年５月１１日　月曜日　午前９時４７分

Authority group registration screen

When the data security kit is installed, the [Security] key is added to the "Authority Group
Registration" menu screen in the system settings (administrator). This screen is displayed
by selecting "User Control" > "Authority Group List".
When this key is touched, the following screen for configuring items appears.

ENGLISH

When the data security kit is installed

System Settings

Security

Group Name : Guest

Print Jobs Other than Print Hold Job:

Document Filing Approval Setting :

Copy

Printer

Scan to HDD

Image Send

● Print Jobs Other than Print Hold Job

Quick File Mode

Allowed

Sharing Mode

Cancel

Confidential

OK

When [Allowed] is selected and the [OK] key is touched, print jobs other than hold jobs
are allowed in authority group registration when user authentication is enabled.

● Document Filing Approval Setting

When storing an authority group for user authentication, touch this key to select
whether or not document filing is allowed in each filing mode and for each job type.
To enable a filing mode, touch the checkbox of the mode to select it.
After selecting the desired checkboxes, touch the [OK] key.

Document filing must be allowed in the following settings.
By default, document filing is only allowed in confidential mode.

● Allow document filing in authority group registration (this setting)

● Disabling of Document Filing in the system settings (page 17 of this manual)

Protecting passwords

When the data security kit is installed, passwords entered from the operation panel of the
machine or the Web pages can be protected.

■ Administrator Password/User Password

When the data security kit is installed, password entry will be locked for 5 minutes if an
incorrect administrator password is entered 3 times in a row when the user
authentication function is not enabled, or if an incorrect user password is entered 3 times
in a row when the user authentication function is enabled.

5

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ENGLISH

When the data security kit is installed

■ Confidential folders and confidential files of the document
filing function

If an incorrect password is entered 3 times in a row for a specific confidential folder or
file, the folder or file will be locked. To unlock the folder or file, use "Release Lock on File/
Folder Operation" (page 19 of this manual).

● All files with the same user name and password can be printed at once using

the Batch Print feature of the document filing function ( Operation Guide
"BATCH PRINTING" in "6. DOCUMENT FILING".)
Files that have a password different from the password that was entered at the
time of the search will be treated as files for which an incorrect password was
entered. For this reason, it is recommended that you avoid executing searches
using [All Users] and [User Unknown] as much as possible.

● When the use of a file is prohibited, the following will apply when the document

filing function is used:

● When batch print is performed, a prohibited file will not be printed even if it

matches the search conditions.

☞

■ File search screen of document filing

When the data security kit is installed, the password entry setting will not appear in the
document filing search screen.

■ Administrator Authority Setting

When the data security kit is installed, "Password Change" will not appear in System
Settings (Administrator) > "Document Filing Settings" > "Other Settings" > "Administrator
Authority Setting". (The administrator password can not be entered to change the
password that has been set for a file or folder.)

■ Encrypt PDF

When a job is printed by encrypted PDF direct printing (when the PS3 expansion kit is
installed), the job will appear in the spool queue of the job status screen and a password
must be entered to begin printing.
If an incorrect password is entered 3 times in a row when the data security kit installed,
the message "Operation is disabled. Please see your administrator for your assistance."
will be displayed for 6 seconds and printing will be locked.
If you touch a file in the spool screen for which an incorrect password was entered 3
times, the following screen will appear.

●

The print of this job is disabled.
Delete the job?

No Yes

Touch the [Yes] button to delete the print job.

● Touch the [No] button to cancel deletion of

the job.

To unlock the print job, use "

6

Release Lock on File/Folder Operation

" (page 19 of this manual).

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■ FTP Pull Print

When the FTP Pull Print function is used to directly print a file on an FTP server, a "User
Name" and "Password" must be entered when the FTP server is selected. When the
data security kit is installed, entry will be locked for 5 minutes if an incorrect "User Name"
or "Password" is entered 3 times in a row.

■ Login when user authentication is enabled

When "User Authentication Settings" in the system settings (administrator) ( "USER
AUTHENTICATION" in the Quick Start Guide) is enabled, login is required in the login
screen before the machine can be used. When "A Warning when Login Fails" is enabled
in the system settings (administrator), the machine will lock for 5 minutes if login fails 3
times in a row.
The "A Warning when Login Fails" setting is always enabled when the data security kit
installed.

ENGLISH

When the data security kit is installed

☞

Security Settings in the Web pages

When the machine is used as a network printer and the FTP Pull Print function is used, the
data security kit enables authentication of the user by means of a "User Name" and
"Password" for the FTP server. (The Pull Print function allows a file on a previously stored
FTP server to be printed directly from the operation panel of the machine without using the
printer driver; see Operation Guide "DIRECTLY PRINTING A FILE ON AN FTP SERVER" in
"3. PRINTER".)

User authentication is enabled by selecting the [Enable User Authentication] checkbox on
the machine's Web page for configuring FTP Pull Print settings. This checkbox appears
when the data security kit is installed, and is initially selected (a checkmark appears).
System requirements and the procedure for accessing the Web pages are explained in
"ACCESSING THE WEB SERVER IN THE MACHINE" in the Quick Start Guide.

7

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ENGLISH

When the data security kit is installed

■ Procedure for directly printing a file on an FTP server (when
user authentication is enabled)

Your user name and password must be entered following selection of the FTP server that
contains the file to be printed from the touch panel of the machine.
When the FTP server is selected in step 2 of "DIRECTLY PRINTING A FILE ON AN FTP
SERVER" in "3. PRINTER" in the Operation Guide, a screen will appear prompting you
to enter your user name and password for the FTP server.
Touch the [User Name] key to enter your user name and the [Password] key to enter
your password. A letter entry screen will appear in each case.
When you have finished entering your user name/password, touch the [OK] key.
After entering your user name and password, continue from step 3 of "DIRECTLY
PRINTING A FILE ON AN FTP SERVER" in "3. PRINTER" in the Operation Guide.

Transferring copied data

When the data security kit is installed and the Web pages are used to copy data stored with
the document filing function to a computer, the copied data can only be transferred back to
the original machine from which it was copied.
The data cannot be transferred to another machine even if the machine conditions are the
same.
The [Restore from PC] key will only appear on the Web page and transfer of data back to
the machine will only be possible when a confidential folder is selected.

8

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System settings

2

This section explains system settings that are related to the security function.

The following explanations assume that the machine has the printer, fax, and
network scanner functions.

Using the System Settings (Administrator)

Follow the procedure in "SYSTEM SETTINGS (ADMINISTRATOR)" in "7. SYSTEM
SETTINGS" of the Operation Guide to configure the settings in the system settings
(administrator).
For explanations of each of the settings, see the following pages.

If an incorrect administrator password is entered 3 times in a row on a machine
that has the data security kit installed, entry of the administrator password will be
locked for 5 minutes.

System settings for security

When the data security kit is installed, settings related to security (with the exception of
[SSL Settings]) are added to the settings that appear when the [Security Settings] key is
touched.

Setting

Data Clearance Settings

Clear All Memory
Clear Document Filing Data
Clear All Data in Jobs Completed

*1

List
Clear Address Book and

Registered Data
Power Up Auto Clear
Clearance Time Settings 16

● Number of Times Data Clear is

Repeated

● Number of Times Power Up

Auto Clear Program is
Repeated

●

Number of Times Auto Clear at
Job End Program is Repeated

*1

*1

*1

*1

*1

*1

Page

11
13
13

14

15

16

16

16

*1

Explanation

Select data clear items and the
number of data clear times. Use this
to manually clear stored data from
each area of the machine's memory
and hard drive.

9

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ENGLISH

System settings

Setting

Page

Explanation

Enable/Disable Settings

Disabling of Document Filing 17
Disabling of List Print 17
Disabling of Print Jobs Other

18

Set the items that you wish to
disable. Use this to disable specific
operations to prevent the output of
sensitive document data.

Than Print Hold Job

Jobs Completed List Display
Setting

18 Use this to select whether or not the

job status completed job screen is
displayed.

Job Status Display Setting 19 Use this to select whether or not

filenames of print jobs and
destination names of image send
jobs are displayed in the job status
screen.

Release Lock on File/Folder
Operation

Product Key

*1

When user authentication is enabled, a user cannot configure this setting even when the

*2

19 Use this to release locked files and

folders.

19 Register the product key.

authority group gives the user the authority to configure security settings.
(This operation can only be performed by an administrator.)

*2

This will not appear when the product key is entered and the security function is enabled.

System Settings

Security Settings

SSL Settings

IPsec Settings

IEEE802.1X Setting

Data Clearance Settings

Enable/Disable Settings

Jobs Completed List Display Settings

Back

The above system settings can also be configured in the Web page of the
machine. However, the product key for the data security kit cannot be entered in
the Web page. Use the touch panel of the machine to enter the product key.

10

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Data Clearance Settings

■ Clear All Memory

This program is used to manually clear all data from the memory and hard disk of the machine.
Note, however, that the certain types of data are not cleared with this setting. Use "Clear
Address Book and Registered Data" (page 14 of this manual) to clear the following types
of data.

● User Information

● Individual/Group/Program/Relay Broadcast Memory Box

● Polling Memory/Confidential Memory Box

●

Sender Data

● Allow/Reject Reception Setting Data (including polling passcode number)

*

Image data stored in a memory box is cleared by executing "Clear All Memory".

In the event that the data security kit or a machine with the data security kit
installed will be disposed of or ownership will change, the administrator should
be sure to execute this function. When executing the function, the administrator
should not leave the machine until it has been verified that data clearing has
been completed.

ENGLISH

System settings

*

*

/Forward Information

When the [Clear All Memory] key is touched, a confirmation screen will appear as shown below.

[Clear screen 1]
The confirmation message "Clear all memory. (Exclusive of address book/user list data.)"
will appear.

● To return to the previous menu screen, touch the [No] key.

● To clear all memory, touch the [Yes] key. "Please wait." appears, and then the following

screen is displayed.

If a print job is in progress when "Clear All Memory" is executed, the print job will
be canceled. Print jobs in progress and in the job queue are also erased.

11

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System settings

[Clear screen 2]
The message "Clearing all memory." will appear.

● During clearing, progress will be shown as a percentage together with the number of

repetitions.

● When clearing is completed, the following screen will appear for confirmation.

If you wish to cancel data clearing...

Touch the [Cancel] key. The administrator password entry screen will appear. Enter the
administrator password. As soon as the correct password is entered, data clearing will
stop and the power will turn off briefly and then turn back on automatically. Note that
any data cleared prior to entry of the password will not be restored.

[Clear screen 3]
The confirmation message "Clearing memory has been completed. Reboot is
implemented." will appear.
Touch the [OK] key to restart the machine.

12

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■ Clear Document Filing Data

This function is used to clear data stored using the document filing function.
Data whose property is set to "Protect" or "Confidential" is also cleared.

System Settings

Clear Document Filing Data

Select the data to be cleared and press [Clear].

File Data(Including protected/confidential files)

Quick File Data(Including protected files)

● [File Data (Including protected/confidential files)] checkbox:

Select this checkbox to clear all files stored using "File" in the main folder and in
custom folders.

● [Quick File Data (Including protected files)] checkbox:

Select this checkbox to clear all files stored using "Quick File ".

Step 1: Touch the [Clear] key.

A confirmation message prompting you to select "Yes" or "No" will appear.

Step 2: Touch the [Yes] key.

The selected data is cleared.
(Operation during clearing is the same as when "Clear All Memory" (page 11 of this
manual) is performed.)

Clear

ENGLISH

System settings

Back

■ Clear All Data in Jobs Completed List

Use this when you wish to clear all data of the items below, which appear in the Job
Status/Jobs Completed screen.
(The Job Status/Jobs Completed screen appears when the [Complete] key (job status
screen selector key) of the job status screen is touched.)

● Printer user names

● Image send destinations

● Senders of faxes that are received

Step 1: Touch the [Clear All Data in Jobs Completed List] key.

A confirmation message prompting you to select "Yes" or "No" will appear.

Step 2: Touch the [Yes] key.

Data clearing is executed.
(Operation during clearing is the same as "Clear All Memory" (page 11 of this manual).
However, it is not possible to cancel during clearing.)

13

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System settings

■ Clear Address Book and Registered Data

This function is used to clear the items indicated below, which cannot be cleared or
initialized using "Clear All Memory" (page 11 of this manual) or "Restore Factory
Defaults" (
"Restore Factory Defaults").

➞ System Settings (Administrator) > "Storing/Calling of System Settings" >

System Settings

Clear Address Book and Registered Data

Select the data to be cleared and press [Clear].

User Information

Individual/Group/Program/Relay Broadcast Memory Box

Polling Memory/Confidential Memory Box

Sender Data

Allow/Reject Reception Setting Data(Including polling passcode number)

Forward Information

BackClear

● User Information

● Individual/Group/Program/Relay Broadcast Memory Box/Forward Information

●

Polling Memory/Confidential Memory Box

●

Sender Data

● Allow/Reject Reception Setting Data (including polling passcode number)

●

Forward Information

*1

The name may vary depending on the options that are installed.

*2

Can only be selected when the fax function is enabled.

*3

Can be selected when either the fax function or the Internet fax function is in use.

*4

*2

*1

*1,*3

("including polling passcode number" is displayed only when the fax function is
enabled.)

*4

Select this when you only wish to erase stored forwarding information.

Step 1: Select the checkbox of each item that you wish to clear.
Step 2: Touch the [Clear] key.

A confirmation message prompting you to select "Yes" or "No" will appear.

Step 3: Touch the [Yes] key.

The selected data is cleared.
(Operation during clearing is the same as "Clear All Memory" (page 11 of this manual).
However, it is not possible to cancel during clearing.)

In the event that the data security kit or a machine with the data security kit
installed will be disposed of or ownership will change, the administrator should
be sure to execute this function. When executing the function, the administrator
should not leave the machine until it has been verified that data clearing has
been completed.

14

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■ Power Up Auto Clear

This function is used to automatically clear all data in the machine when the power
switch is turned on.

System Settings

Power Up Auto Clear

Select the data to be cleared at power up.

All Memory

File Data(Including protected/confidential files)

Quick File Data(Including protected files)

Job Status Jobs Completed List

The following types of data can be cleared.

● All Memory

● File Data(Including protected/confidential files)

● Quick File Data(Including protected files)

● Job Status Jobs Completed List

ENGLISH

System settings

OKCancel

Select the checkboxes of the data to be automatically cleared when the power switch is
switched on. When you have finished selecting the checkboxes, touch the [OK] key.
No checkboxes are initially selected.

When there is a stored image send job (fax, network scanning, or Internet fax

*

job)

, "Power Up Auto Clear" will not take place when the power is turned on.

*

This includes received faxes and Internet faxes that have not yet been printed;
however, it does not include data in a fax memory box (except confidential
memory box).

If you wish to cancel data clearing...

See the explanations in "Clear screen 2" and "If you wish to cancel data
clearing..." in "Clear All Memory" on page 12 of this manual.

15

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ENGLISH

System settings

■ Clearance Time Settings

To further strengthen the security settings, you can have data clearing repeated a set
number of times in each area.
Touch the select box of each item and select the number of times that you wish data
clearing to be repeated. When finished, touch the [OK] key.

System Settings

Clearance Time Settings

Number of Times Data Clear is Repeated:

Number of Times Power Up Auto Clear Program is Repeated:

Number of Times Auto Clear at Job End Program is Repeated:

● Number of Times Data Clear is Repeated

The number of times data clearing is repeated when "Clear All Memory", "Clear
Document Filing Data", "Clear All Data in Jobs Completed List", or "Clear Address
Book and Registered Data" is executed can be set to any number from 1 to 7. The
factory setting is 1.

Cancel

1

Time(s)

1

Time(s)

1

Time(s)

OK

● Number of Times Power Up Auto Clear Program is Repeated

The number of times "Power Up Auto Clear" is repeated can be set to any number
from 1 to 7. The factory setting is 1.

This setting is only enabled when the [Power Up Auto Clear] checkbox is
selected.

● Number of Times Auto Clear at Job End Program is Repeated

The number of times auto clear is repeated after each job is completed can be set to
any number from 1 to 7. The factory setting is 1.

About the repeat setting

When the repeat setting (number of repetitions) is increased to enhance the security
function, the time required for data clearing increases.
It is recommended that you select repeat settings for "Number of Times Data Clear is
Repeated", "Number of Times Power Up Auto Clear Program is Repeated", and
"Number of Times Auto Clear at Job End Program is Repeated" that are suitable for
your security needs and conditions of use.

16

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Enable/Disable Settings

■ Disabling of Document Filing

This program is used to restrict the filing modes of the document filing function.
Document filing modes (Quick File Mode, Sharing Mode, and Confidential Mode) can be
separately disabled in each mode in which document filing operates (Copy, Printer, Scan
to HDD, and Image Send mode).

System Settings

Enable/Disable Settings

Disabling of Document Filing:

Copy

Printer

Scan to HDD

Image Send

Disabling of List Print:

● Touch the checkboxes of filing modes that you wish to disable. When you have

finished selecting the checkboxes, touch the [OK] key.

● The property of a file that is already stored cannot be changed using "Property

Change" ( Operation Guide "CHANGING THE PROPERTY" in "6. DOCUMENT

☞

FILING") to a disabled filing mode.

Quick File Mode Sharing Mode

All Custom Setting List

Sending Address List

Cancel

Confidential Mode

ENGLISH

System settings

OK

If a certain property is disabled in "Disabling of Document Filing" and a file exists
that was previously stored with this property, the property of the stored file can
be changed to another property.

When printing with the printer function, even formats for storing files that have been
disabled with this program will appear in the Job Handling screen of the printer driver
( Operation Guide "SAVING AND USING PRINT FILES (Retention/Document

☞

Filing)" in "3. PRINTER"). However, if a disabled file format is selected when printing a
file, the file will not be stored (only printing will take place).

■ Disabling of List Print

This program is used to disable printing of any of the following lists that are printed using
"List Print (User)" in the system settings (general).
"All Custom Setting List", "Sending Address List", "Document Filing Folder List"
Select the checkboxes of the lists for which you wish to disable printing. After selecting
the desired checkboxes, touch the [OK] key.
The factory setting of every checkbox is unselected, which enables printing.
For normal operation, select all of these checkboxes, so that each of them should have a
checkmark in it.

17

MX-FR16U.book 18 ページ ２００９年５月１１日　月曜日　午前９時４７分

ENGLISH

System settings

■ Disabling of Print Jobs Other Than Print Hold Job

Printing in print mode other than from the operation panel of the machine can be
prohibited. This setting can be used to prevent sensitive documents left on the output tray
from being taken by a third party, which could result in the leaking of sensitive information.

System Settings

Enable/Disable Settings

Printer

Scan to HDD

Image Send

Disabling of List Print:

Disabling of Print Jobs Other Than Print Hold Job

● To prohibit printing other than from the operation panel, select the checkbox. To print

when the prohibit setting has been selected, follow the steps below.

Step 1: Set the " Retention " setting in the printer driver to [Hold Only] and select

the print command.

The print job will appear on the operation panel of the machine.

Step 2: Select your print job and execute printing. ( Operation Guide

"PRINTING A STORED FILE" in "6. DOCUMENT FILING")

If "Hold After Print" or "Sample Print" is selected before the print command is
executed, printing will not take place. However, the job will be held in the
machine and can be printed from the operation panel using the document filing
function in the same way as a "Hold Only" job.

All Custom Setting List

Sending Address List

Document Filing Folder List

Cancel

OK

☞

Jobs Completed List Display Setting

You can select whether or not the Job Status/Jobs Completed screen (job status screen
selector key) is displayed.
If you prefer not to have the information (print mode user names, image send destinations,
senders of faxes that are received, etc.) that is stored and shown in the Job Status/Jobs
Completed screen be displayed for security reasons, use this setting to hide the screen.

System Settings

Jobs Completed List Display Settings

Job Status Jobs Completed List Display
Setting:

Print

Scan

Fax

Internet Fax

OKCancel

● To hide the Job Status/Jobs Completed screen, touch the checkbox of each mode

([Print], [Scan], [Fax], and [Internet Fax]) to remove the checkmarks.
When finished, touch the [OK] key.

18

MX-FR16U.book 19 ページ ２００９年５月１１日　月曜日　午前９時４７分

Job Status Display Setting

You can select whether or not filenames of print jobs and destination names of image send
jobs are displayed in the job status screen of the touch panel. If you do not want to display
this information for security reasons, select the appropriate checkboxes.

Release Lock on File/Folder Operation

This function is used to release document filing folders and files and encrypted PDF files,
that are locked due to the entry of an incorrect password.
Touch the [Release Lock on File/Folder Operation] key and then the [Release] key to
release all locked items. After this is done, the items can be manipulated. When no items
are locked, the [Release Lock on File/Folder Operation] key is grayed out.

ENGLISH

System settings

Product Key

To initially enable the security function, you must use system settings (administrator) to
enter the product key (password). The name of the system setting used for this purpose is
"DATA SECURITY KIT". Please ask your dealer for the product key.

To register the product key, touch the inside of the frame below the data security kit display,
press the numeric keys to enter the product key number, and touch the [Submit] key.
(This work is performed by a service technician at the time of installation of the data security
kit.)

● If an incorrect number is entered...

A message will appear instructing you to check the product key number again.

● If the correct number is entered...

A message will appear instructing you to turn the power off and then on. Touch the [OK]
key when you have finished reading the message.
Turn off the power key first and then turn off the main power switch. The security function
will be enabled when the power is turned on again.
Once the security function is enabled, the "Data Security Kit" will no longer appear in the
product key entry screen.

After the product key is entered, it will not be possible to perform the following operations
until the machine is restarted.

● All access from the network or fax line is prohibited.

● Keys that change the screen display such as the [CLEAR ALL] key cannot be used.

● The [Back] key of [Product Key] in the system settings will be grayed out to prevent

switching to other screens.

19

MX-FR16U.book 20 ページ ２００９年５月１１日　月曜日　午前９時４７分

Document Control Setting

3

Document control

The document control function is used to embed a document control pattern on the paper
when a copy, print job, or received fax is printed.
If a person attempts to scan a document with an embedded document control pattern on a SHARP
machine that has the document control function enabled, the message "Document control pattern
is detected. This job is canceled." will appear and an e-mail will be sent to the administrator.
This prevents secondary copying and faxing of sensitive documents.

Document control may not be effective when certain original sizes or types,
certain paper sizes or types, or certain settings are used.
To enable effective operation of the document control function, observe the
following points.

● Original

● The function may not operate correctly if the original consists of large

proportion of photographs.

● The document control function is intended to protect text data, and thus it

may not operate correctly if used to protect graphic data.

● Paper on which the document control pattern is printed

● White paper is recommended. If paper other than white paper is used, the

document control pattern may not be detected and the function may not
operate correctly.

● Use B5 or larger size paper.

The following paper sizes can be used:
A4, B5, 8-1/2" x 11", 7-1/4" x 10-1/2"R, 8K, 16K
(When the paper size is A4 or smaller, the paper can be used in both the
horizontal and vertical orientations.)

Disclaimer

Sharp does not guarantee that the document control function will always operate
effectively. There may be some instances in which the document control function does
not operate effectively.

20

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Modes to which the document control function can be added

The document control function can be used to print with an embedded document control
pattern in the following modes:

● Copy

● Printer

● Document Filing Print

● Internet Fax Receive

● Fax Receive

● List Print

Enabling the document control function

To enable the document control function, follow these steps.
Press the [SYSTEM SETTINGS] key, then touch the [Security Settings] key, and the
[Document Control Setting] key to display the document control settings screen, and
configure the settings. When finished, touch the [OK] key.

ENGLISH

Document Control Setting

Document control setting screen

Touch the scroll bar and slide it up or down to change the screen.

Scroll bar

System Settings

Document Control Setting

Always Add the Pattern if You Print with it at Stored

Copy

Document Control Print Select:

Print Pattern Settings:

Printer

Document Control Print Select:

Print Pattern Settings:

System Settings

Document Control Setting

Print Pattern Settings:

Fax Receive

Document Control Print Select:

Print Pattern Settings:

List Print
Document Control Print Select:

Print Pattern Settings:

Not Printing

Pattern 1

Not Printing

Pattern 1

Pattern 1

Not Printing

Pattern 1

Not Printing

Pattern 1

Cancel

Cancel

OK

OK

System Settings

Document Control Setting

Prints (Document Filing)

Document Control Print Select:

Print Pattern Settings:

Internet Fax Receive

Document Control Print Select:

Print Pattern Settings:

Fax Receive

Document Control Print Select:

Not Printing

Pattern 1

Not Printing

Pattern 1

Not Printing

Cancel

OK

21

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ENGLISH

Document Control Setting

■ Settings for printing files stored by document filing

These settings are for printing the data of copy jobs, scan send jobs, and print jobs that
have been stored on the machine's hard drive using the document filing function. To
have a document control pattern always printed when a stored file is printed if a
document control pattern was printed when the job was originally executed, select the
[Always Add the Pattern if You Print with it at Stored] checkbox .

■ Settings related to Copy/Printer/Document Filing Print modes

Settings related to copy, print, and document filing print modes can be configured
in the "Copy", "Printer", and "Prints (Document Filing)" fields of the document control
setting screen.

● Document Control Print Select (Select the printing method)

Touch the select box to display the list of items, and then touch one of the items to
select it.

Not Printing:

The document control pattern is not printed.

Always Print:

The document control pattern is always printed.

Allow User to Select:

The user can select whether or not the document control pattern is printed each time the
user sets up a print job.

● Print Pattern Setting (Select the pattern to be printed)

"Always Print" or "Allow User to Select" can be selected in "Document Control Print Select"
to select a pattern setting.
To select one of patterns 1 to 5, touch the select box . Touch one of the items to select it.
If you find that the document control function cannot be used for a particular printed image,
try changing the pattern setting (patterns 1 to 5). (Factory default setting: Pattern 1)

22

MX-FR16U.book 23 ページ ２００９年５月１１日　月曜日　午前９時４７分

■

Settings related to Internet Fax Receive/Fax Receive/List Print modes

Settings related to Internet fax reception, fax reception, and list print modes can be
configured in the "Internet Fax Receive", "Fax Receive", and "List Print" fields of the
document control setting screen.

● Document Control Print Select (Select the printing method)

Touch the select box to display the list of items, and then touch one of the items to select it.
Not Printing:

The document control pattern is not printed.

Always Print:

The document control pattern is always printed.

If "Always Print" is selected for Internet fax reception / fax reception mode, it is
recommended that the forwarding functions of each be disabled. (See
"4. FACSIMILE" in the Operation Guide for details.)

ENGLISH

Document Control Setting

● Print Pattern Setting (Select the pattern to be printed)

If "Always Print" is selected in "Document Control Print Select", a pattern setting can be
selected.
To select one of patterns 1 to 5, touch the select box . Touch one of the items to select it.
If you find that the document control function cannot be used for a particular printed image,
try changing the pattern setting (patterns 1 to 5). (Factory default setting: Pattern 1)

23

MX-FR16U.book 24 ページ ２００９年５月１１日　月曜日　午前９時４７分

ENGLISH

Document Control Setting

Using the document control function

When the document control function is used, a document control pattern is printed on the
paper on which copies, print jobs, and received faxes are printed.

■

Pages on which a document control pattern is printed (all modes)

●

The document control pattern is printed on all pages output by a Sharp machine that has the
document control function, including the back side of pages printed by 2-sided printing.

● When a blank page is output because an odd number of pages were printed by 2-sided

printing, a document control pattern will not be printed on the blank page.

After enabling the document control function in the system settings, follow these steps to
use the function.

■ Using document control in copy mode

Touch the [Special Modes] key in copy mode and go to the 2nd screen.
(See "2. COPIER" in the Operation Guide for details.)

Step 1: Touch the [Document Control] key.

Special Modes

Proof Copy

Business

Card Scan

Mixed Size

Original

Document

Control

Slow Scan

Mode

OK

2

2

The display of the [Document Control] key and the steps that follow vary
depending on the settings configured for the document control function in the
system settings.

24

MX-FR16U.book 25 ページ ２００９年５月１１日　月曜日　午前９時４７分

Settings for the document
control function in the
system settings.

Document Control Print
Select (Copy) setting

[Not Printing] Grayed out Not available
[Always Print] Highlighted When the key is touched, a

[Allow User to Select] Normal display When touched, the key is

[Document Control] key display

ENGLISH

Document Control Setting

Special Modes screen

Following steps

beep sounds to indicate that the
key is not available.

highlighted and the function is
enabled.

Step 2:

Select settings as desired from the special modes menu screen and then press
the [START] key.

25

MX-FR16U.book 26 ページ ２００９年５月１１日　月曜日　午前９時４７分

ENGLISH

Document Control Setting

Combining the document control function with other functions

Function
combined with
document control

Exposure The pattern is always printed at the same exposure regardless of the exposure

setting.

Copy Ratio The pattern is always printed at the same ratio regardless of the ratio setting.
Duplex The pattern is printed on the back side as well as the front side when 2-sided

copy is performed. (The orientation of the original, tablet or book, is not taken
into account.)

Rotation Copy
setting

Margin Shift The position of the pattern does not change when margin shift is used. (The

Erase The pattern is printed normally on the edge that is erased.
Pamphlet Copy Printed based on the paper used for pamphlet copy.
Job Build The pattern is printed normally.
2in1 Printed based on the paper. The pattern is printed normally on the sheet of

Card Shot The pattern is printed once each time the front side and the back side of the

Stamp If the pattern and the stamp item overlap, the pattern is given priority.
Photo Repeat The pattern is printed once for one scan of a photo.
Mirror Image The pattern is printed in the normal orientation without being inverted.
Centering The pattern is printed normally.
B/W Reverse Patterns are printed normally without black/white inversion.
Bus. Card Scan The pattern is printed normally.
Other functions The pattern is printed normally when Sharpness, Suppress Background,

The pattern does not change when rotation copy is used. (The orientation of
the pattern depends on the orientation of the paper in the tray.)

margin width does not affect the position of the pattern.)

paper.

original are scanned.

Brightness and/or Intensity settings are used.

Operation of document control pattern printing

26

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■ Using the document control function in printer mode

● When [Always Print] is enabled in [Document Control Print Select] in the system

settings, a document control pattern is always printed.

●

If [Allow User to Select] is enabled, follow the procedure below to print a document control
pattern.

Step 1: Select the [Data Security Kit] checkbox in the initial settings screen

(properties screen) of the printer driver.

See the Software Setup Guide for detailed information on the initial settings of the printer driver.

Step 2: Before executing printing, click the [Advanced] tab of the printer driver

properties window and click the [Document Control] button.

See "3. Printer" in the Operation Guide for detailed information on printing.

■ Using the document control function in document filing mode

After a file has been stored by document filing using the settings configured in
"Document Control Setting" in the system settings, follow the steps below to print a
document control pattern. (For information on using files stored by document filing, see
"USING STORED FILES" in "6. DOCUMENT FILING" in the Operation Guide.)

ENGLISH

Document Control Setting

Document Control Print Select

When [Allow User to Select] is selected, the [Document Control] key can be touched to
select whether or not a document control pattern is printed. However, if the [Always Add
the Pattern if You Print with it at Stored] checkbox is selected, document control pattern
printing cannot be canceled regardless of whether [Allow User to Select] is selected or not.

Step 1: Touch the [Special Modes] key in the print settings screen, and touch the

[Document Control] key.

Special Modes

Margin Shift

Stamp

Document

Control

2in1Pamphlet Copy

OK

If "Not Printing" is selected in "Document Control Print Select" in the system settings,
the [Document Control] key is grayed out to prevent selection. (However, for files that
had document control patterns printed when the files were saved, the [Document
Control] key can be touched if the [Always Add the Pattern if You Print with it at
Stored] checkbox has been selected in the system settings.)

Step 2: Touch the [Print and Delete the Data] key or the [Print and Save the Data] key.

27

MX-FR16U.book 28 ページ ２００９年５月１１日　月曜日　午前９時４７分

ENGLISH

Document Control Setting

■ Using the document control function in Internet Fax Receive/
Fax Receive/List Print modes

No special operation is required. When printing takes place, a document control pattern
is embedded according to the document control function settings in the system settings.

■ Body text commands for E-mail Direct Print

The command below can be entered in the body text of a direct print e-mail to specify
whether or not a document control pattern is to be printed.

Function Command name Value Entry example

Pattern printing
ON/OFF

DOCUMENTCONTROL ON

DOCUMENTCONTROL=ON

OFF

28

Warning

This is a Class A product. In a domestic
environment this product may cause
radio interference in which case the
user may be required to take adequate
measures.