Sharp MX-FR21U, MX-FR20U User Manual

MX-FR20U MX-FR21U
Data Security Kit Operation Guide
Contents
Introduction....................................................................................................................................2
When the data security kit is installed ...........................................................................................4
System settings of the data security kit ...................................................................................4
Document control function .......................................................................................................4
Print hold..................................................................................................................................4
Authority group registration screen ..........................................................................................5
Security Settings in the Web pages.........................................................................................7
System settings .............................................................................................................................9
Using the System Settings (Administrator) ..............................................................................9
System settings for security .....................................................................................................9
Data Clearance Settings ........................................................................................................11
Enable/Disable Settings.........................................................................................................16
Jobs Completed List Display Setting .....................................................................................17
Job Status Display Setting.....................................................................................................18
Release Lock on Print-Hold Data Manipulation .....................................................................18
Product Key ...........................................................................................................................18
Document Control Setting ...........................................................................................................19
Document control...................................................................................................................19
Enabling the document control function.................................................................................20
Using the document control function .....................................................................................23
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 2010. 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:
This provides a supplemental explanation of a function or procedure.
This explains how to cancel or correct an operation.
The "machine" described in this manual refers to the printer.
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.
1
Introduction
The data security kit adds a security function to the SHARP Digital Full Color Printer/ SHARP Laser Printer. When the printer function of a SHARP Digital Full 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 press 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 documents printed on the machine.
password
Color
Printer/SHARP Laser Printer with the
on a regular basis (at least once every 60 days).
password
.
Backing up and clearing data stored with the print hold function
When the data security kit is installed, data previously stored in the machine with the print hold 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 files can be used to return data from a computer to the machine after installation of the data security kit. For the procedure for storing data on a computer and returning data from a computer to the machine, see help in the Web pages of the machine.
2
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.
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
When the data security kit is
1
When the data security kit is installed, the icon appears on the display. 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). ( Web page (Administrator) > "Operation Settings" > "Message Time Setting")
installed
*
.
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 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 19 of this manual).
Print hold
To use the print hold function to store jobs in the machine when the data security kit is installed, enter a password in the printer driver settings (when the factory default setting is in effect). Files whose property is set to "Sharing" cannot be stored.
4
When the data security kit is installed
Authority group registration screen
When the data security kit is installed, [Security] is added to the "Authority Group Registration" menu screen in the Web page (administrator). This screen is displayed by selecting "User Control" > "Authority Group List". When this item is selected, the following screen appears.
Print Hold Approval Setting
When storing an authority group for user authentication, select whether or not print hold is allowed. To enable a filing mode, select the checkbox of the mode.
Print Jobs Other than Print Hold Job
When [Allowed] is selected, print jobs other than hold jobs are allowed in authority group registration when user authentication is enabled.
Print hold must be allowed in the following settings. By default, print hold is only allowed in confidential mode.
Allow print hold in authority group registration (this setting)
Setting for Print-Hold Disabling in the system settings (page 16 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
When the data security kit is installed
Confidential files of the print hold function
If an incorrect password is entered 3 times in a row for a specific confidential file, the file will be locked. To unlock the file, use "Release Lock on Print-Hold Data Manipulation" (page 18 of this manual).
All files with the same user name and password can be printed at once using
the Batch Print feature of the print hold function ( Operation Guide "BATCH PRINTING" in "2. PRINTING".) 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 print hold
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 print hold
When the data security kit is installed, the password entry setting will not appear in the print hold search screen.
Encrypt PDF
When a job is printed by encrypted PDF direct printing, 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 select a file in the spool screen for which an incorrect password was entered 3 times, the following screen will appear.
Select the [Yes] key to delete the print job.
Select the [No] key to cancel deletion of the
job.
To unlock the print job, use " manual).
Release Lock on Print-Hold Data Manipulation
" (page 18 of this
6
When the data security kit is installed
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 Web page (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 Web page (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.
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 "2. PRINTING".)
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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