Sharp MX-FR44U Operation Manual
MX-FR44U
Contents
Introduction....................................................................................................................................2
When the data security kit is installed ...........................................................................................4
● Security settings of the data security kit ..................................................................................4
● Document control function .......................................................................................................4
● Document Filing.......................................................................................................................4
● Authority group registration screen ..........................................................................................5
● Protecting passwords ..............................................................................................................5
● Restrictions on tandem copying and tandem printing..............................................................7
● Security Settings in the FTP Pull Print Function ......................................................................8
● Transferring copied data..........................................................................................................8
● Product Key .............................................................................................................................9
Security settings ..........................................................................................................................10
● Using the security settings in the setting mode (administrator) .............................................10
● Settings added to the security settings ..................................................................................10
● Clear Data Area .....................................................................................................................12
● Other Settings........................................................................................................................15
Document Control Setting ...........................................................................................................19
● Document control...................................................................................................................19
● Modes to which the document control function can be added...............................................20
● Enabling the document control function.................................................................................20
● Using the document control function .....................................................................................22
Data Security Kit
Operation Guide
1
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 2013. All rights reserved. Reproduction, adaptation or
translation without prior written permission is prohibited, except as allowed under copyright
laws.
Note:
"Settings (Administrator)" in this manual refers to the setting mode that require logging in
with administrator rights, and "Settings (General)" refers to the setting mode that can be
logged in 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 display screens, messages, and key names shown in the manual may differ from
those on the actual machine due to product improvements and modifications.
2
Introduction
The MX-FR44U adds a security function to the SHARP Digital Multifunctional System.
When the copy, printer, or fax function of a SHARP Digital Multifunctional System with the security
function is used, image data generated in each job is encrypted, and when the job is finished, the
encrypted data is immediately erased from the memory and 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
password
on a regular basis (at least once every 60 days).
● Do not select a password that can be easily guessed for the administrator
password
.
● The setting mode (administrator) are very important for security management. If you
leave the machine when using the setting mode (administrator), be sure to tap the
[Logout] key to quit the setting mode (administrator). The administrator of the machine
should inform users that they are not to access the setting mode (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 facsimile
function
can be read.
■ 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 by a service technician 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.
3
■ 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 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.
4
1
When the data security kit is
installed
When the data security kit is installed, the following icon appears on the touch panel.
Tap the icon ( ) to display the next screen, and then tap 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 message "Data is being cleared." appears for 6
seconds
*
.
* The duration of the message display can be changed with "Message Time Setting" in
the setting mode (administrator).
(➞ Settings (Administrator) > "System settings" > "Operation Settings" > "Message
Time Setting")
Security settings of the data security kit
When the data security kit is installed, settings to enhance security of the machine can be
added. See "Security settings" (page 10 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 19 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 set to the "Sharing" or "Protect" properties 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).
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 12 of this manual), to complete data clearing before turning off the power.
5
When the data security kit is installed
Authority group registration screen
When the data security kit is installed, the following items are added to the "Authority Group
Registration" menu screen in the setting mode (administrator). This screen is displayed by
selecting "Settings (Administrator)" > "User Control" > "Authority Group List".
● Approve Print Jobs other than Print Hold Job
When the [OK] key is tapped, print jobs other than hold jobs are allowed in authority
group registration when user authentication is enabled.
After selecting the desired checkboxes, tap the [OK] key.
● Document Filing Approval Setting
When storing an authority group for user authentication, tap 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, tap the checkbox of the mode to select it.
After selecting the desired checkboxes, tap the [OK] key.
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 administrator password or user
password is entered 3 times in a row when the user authentication function is enabled.
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 security settings (page 17 of this manual)
6
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 18 of this manual).
■ 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.
■ Encrypted 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 tap a file in the spool screen for which an incorrect password was entered 3 times,
the message "The print of this job is disabled. Delete the job?" will appear.
●
Tap the [Yes] button to delete the print job.
●Tap the [No] button to cancel deletion of the print job.
To unlock the print job, use "Release Lock on File/Folder Operation" (page 18 of this
manual).
■ 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.
● All files with the same user name and password can be printed at once using
the Batch Print feature of the document filing function.
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] in so far as is 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.
7
When the data security kit is installed
■ Login when user authentication is enabled
When "User Authentication" in the setting mode (administrator) is enabled, login is
required in the login screen before the machine can be used. When "A Warning when
Login Fails" (Settings (Administrator) > "User Control" > "Default Settings") is enabled,
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.
Restrictions on tandem copying and tandem printing
Tandem copying and tandem printing operate as shown below based on the configuration of
the master machine and slave machine (whether or not the data security kit is installed).
■ Tandem copying
■ Tandem printing
Slave machine
Data security kit: Yes Data security kit: No
Master machine
Data
security
kit: Yes
The tandem function can be
used. Data is encrypted and
cleared from both the master
and slave machines.
The tandem function cannot
be used.
Data
security
kit: No
The tandem function can be
used. Data is encrypted and
cleared from the slave
machine.
The regular tandem function
can be used.
Slave machine
Data security kit: Yes Data security kit: No
Master machine
Data
security
kit: Yes
The tandem function can be
used. Data is encrypted and
cleared from both the master
and slave machines.
The tandem function can be
used. Data is encrypted and
cleared from the slave
machine.
Data
security
kit: No
The tandem function can be
used. Data is encrypted and
cleared from the slave
machine.
The regular tandem function
can be used.
8
When the data security kit is installed
Security Settings in the FTP Pull Print Function
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.)
User authentication is enabled by selecting the [Enable User Authentication] checkbox on
the machine for configuring FTP Pull Print settings. This checkbox appears when the data
security kit is installed, and is initially selected (a checkmark appears).
■
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 3 of "DIRECTLY PRINTING A FILE ON AN FTP
SERVER" in "PRINTER" in the User's Manual (PC), a screen will appear prompting you
to enter your user name and password for the FTP server.
Tap 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, tap the [OK] key.
After entering your user name and password, continue from step 4 of "DIRECTLY
PRINTING A FILE ON AN FTP SERVER" in "PRINTER" in the User's Manual (PC).
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.
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